Export Coordinator

Company Description

Matus International, Inc. is a shipping company with over 15 years of experience in maritime transportation of vehicles and general merchandise. With five offices across four countries, the company has established itself as a leader in the region. Known for exceptional service and expertise in shipping, Matus International is dedicated to providing seamless solutions to its clients' logistical needs. Join our team and be part of a leading organization in international shipping operations.

The Export Coordinator is responsible for the administrative tasks that must occur around the processing of international freight forwarding. The Export Coordinator has a multitude of tasks around the planning, organizing, and coordinating all containers that will be loaded on a daily and weekly basis. Attention to detail and strong time management abilities is key. Having knowledge of international procedures for delivering goods, including the arrangement of shipments, preparing and confirming order approvals, handling pricing information, and releasing invoices is important.

Key Responsibilities

• Oversee the shipping documentation process to meet US Customs and Shipping Line requirements/deadlines (AES, Title validation, Bill of Lading)
• Ensure that all required documents are scanned and sent to shipping lines in a timely manner.
• Ensure that all vehicle titles and house bill of ladings are sent to destination in a timely manner after the documentation process has been completed.
• Daily follow up to obtain confirmation that all paperwork was accepted by the shipping lines.
• Maintain quality results by following export standards, procedures, and regulations.
• Ensure accuracy in all export documentation (Title validation, Bill of Ladings, AES/ACE filings, etc) to avoid penalties charged to the company.
• Submitting shipping instructions of all weekly loaded containers
• Ensure accuracy in all export documentation to avoid penalties charged to the company.
• Work with logistics coordinator to resolve any logistical issues in a timely manner
• Be mindful of all port cut offs to prevent rolled containers.
• Organizes and prepares loading plans for the warehouse in a timely manner.
• Input warehouse receipts with relevant information
• Ensure that bookings are requested ahead of time when possible
• US Customs requirements need to be met (File ITN Numbers with AES) through our internal system
• Gather necessary information to prepare rates and quotes, and provide rate and transit options to customers
• Ensure that all required documents are scanned and sent to freight carriers in a timely manner.
• Daily communication with destination team
• Weekly release request of containers
• Maintains clear and up to date timely communication with colleagues and clients
• Ensure that warehouse receipts are sent and customers are notified in a timely manner about their vehicle arrival status, as well as daily pictures of their vehicles
• Responsible for the follow up of pending titles and maintaining ongoing communication with clients about current title status. This task should be executed 3 times per week as a minimum
• Ensure that all vehicle titles and invoices are sent.
• Keep track of shipment tracking and status and provide such information to the customer.
• Understand each assigned customer’s business model and competitive advantages
• Maintain quality results by following export standards, procedures, and regulations
• Provide outstanding customer service
• Must be able to prioritize and keep high sense of urgency and high attention to detail

Key Performance Indicators

• Processing of Shipping documents in a timely manner (US customs, freight carriers,titles, invoices)
• Accurate tracking of cargo and merchandise

Qualifications: Education, Experience, Knowledge, Skills

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

• Problem solving: Ability to think clearly through challenges and reach the best possible solution.
• Time management of all work-related activity is key to ensure a steady flow of daily containers.
• Communication: Timely and effective communication approach and style among the team.
• Quality management: Looks for ways to improve and promote quality and demonstrates accuracy and thoroughness.
• Initiative and Work Ethic: Strong work ethic and self-starter.
• Basic computer knowledge including MS Word, Excel, Calendar,
• Logistics Systems knowledge
• Ability to function well in a fast-paced environment
• Ability to manage multiple projects simultaneously
• Flexible with a proactive and professional attitude
• Bilingual English/Spanish (read, write & verbal) is a MUST

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Able to talk, hear, walk, sit; use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; stoop, kneel or crouch.
• Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception and ability to focus objects.
• Possibility of Travel may be required by this position.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.