Import/Export Specialist

The Import/Export Specialist will play a crucial role in the execution of international logistics operations supporting imports and exports for AVI-SPL locations. The primary responsibility will be to ensure international shipments move efficiently from origin through final delivery, while creating accurate customs documentation and supporting carriers, customs brokers, and freight forwarders to ensure timely customs clearance and avoid unnecessary costs and delays. This role requires experience with US and Canada international transportation and import/export operations, customs documentation preparation and requirements, vendor management skills, exceptional organizational skills, attention to detail, and the ability to make sound decisions under pressure. The Import/Export Specialist will work closely with AVI-SPL locations, vendors, freight forwarders, customs brokers, Finance, Procurement, and other internal teams to coordinate shipments, resolve exceptions, and ensure freight and customs-related charges are properly documented, coded, allocated, and invoiced. Must be able to pivot between working independently and collaborating with cross-functional teams. Job Summary The Import/Export Specialist will play a crucial role in the execution of international logistics operations supporting imports and exports for AVI-SPL locations. The primary responsibility will be to ensure international shipments move efficiently from origin through final delivery, while creating accurate customs documentation and supporting carriers, customs brokers, and freight forwarders to ensure timely customs clearance and avoid unnecessary costs and delays. This role requires experience with US and Canada international transportation and import/export operations, customs documentation preparation and requirements, vendor management skills, exceptional organizational skills, attention to detail, and the ability to make sound decisions under pressure. The Import/Export Specialist will work closely with AVI-SPL locations, vendors, freight forwarders, customs brokers, Finance, Procurement, and other internal teams to coordinate shipments, resolve exceptions, and ensure freight and customs-related charges are properly documented, coded, allocated, and invoiced. Must be able to pivot between working independently and collaborating with cross-functional teams. Essential Duties and Responsibilities: • Coordinate end-to-end daily international inbound/outbound logistics operations for AV equipment, including imports and exports for US and Canada locations, utilizing approved freight forwarders, customs brokers, carriers, and agents. • Work directly with AVI-SPL locations, warehouses, PMs, Procurement, vendors, and other internal teams to plan and coordinate international shipments. • Collaborate with internal teams, including Logistics, Sales, Operations, Project Managers, Finance, Procurement, and Technical Support, to understand international shipping requirements on a shipment-by-shipment basis. • Coordinate international transportation, including Air Freight, Ocean Freight, Parcel, and other transportation services as required, ensuring appropriate routing and timely movement of equipment from origin through final delivery for imports and exports. • Obtain and review international transportation quotes and verify rates and charges are in line with vendor rate agreements, tariffs, and approved pricing. • Tender and book international shipments through approved freight forwarder and carrier TMS, portals, and websites. Confirm shipment pieces, weight, dimensions, origin, destination, and other required shipment details. • Prepare, review, and manage required international shipping and customs documentation, including Commercial Invoices and other import/export documentation as required. • Review international shipment documentation for accuracy and completeness prior to tendering to help prevent customs delays, additional charges, or other shipment exceptions. • Work directly with freight forwarders, customs brokers, carriers, vendors, and AVI-SPL locations to provide required documentation, information, and coordination to support timely import and export customs clearance. • Track international shipments from origin through final delivery and keep AVI-SPL locations and internal stakeholders apprised of shipment details, costs, ETAs, customs status, delays, and exceptions. • Serve as an escalation point for international transportation vendors and internal teams to provide support, answer questions, and assist with shipment preparation. Document and actively manage operational issues and exceptions with freight forwarders, customs brokers, carriers, and agents to minimize disruption, delays, and unnecessary costs. • Coordinate with AVI-SPL locations, vendors, freight forwarders, and customs brokers to resolve customs holds, missing or inaccurate documentation, clearance issues, delivery exceptions, and other international shipment issues. • Ensure proper documentation of damages and shipment exceptions and gather necessary documentation and supporting information for the filing of freight claims. • Review international freight, customs brokerage, duties, taxes, and other transportation-related charges for accuracy and work with vendors and internal teams to resolve discrepancies. • Work closely with Finance to ensure international freight, customs brokerage, duties, taxes, and other related charges are properly documented, coded, allocated, and invoiced to the appropriate location, project, or customer as required. • Ensure transportation vendor invoices are supported by required documentation, including POD (Proof of Delivery) and other shipment documentation as applicable. • Responsible for following document control processes and procedures to retain international shipping and customs documentation, including Commercial Invoices, Air Waybills, PODs, and other required shipment records. • Maintain effective working relationships with approved freight forwarders, customs brokers, carriers, vendors, and agents while monitoring service performance and escalating recurring service issues as needed. • Identify areas for process improvement and recommend streamlined international logistics procedures to improve shipment visibility, documentation accuracy, cost control, customs clearance, and operational efficiency. • Stay updated on international transportation requirements, import/export regulations, customs documentation requirements, and industry best practices related to international logistics and supply chain management. • Other duties as assigned by Manager and Management. Skills and Abilities • Demonstrate internal and external customer service focus and strong communication skills when working with AVI-SPL locations, vendors, freight forwarders, customs brokers, carriers, and other stakeholders. • Excellent organizational skills with the ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously. • Exceptional attention to detail and accuracy in preparing, reviewing, and managing international shipping and customs documentation. • Strong analytical and problem-solving skills, solutions oriented, with the ability to identify and resolve shipment, customs, documentation, and transportation-related issues. • Ability to adapt to a fast-paced, dynamic work environment, navigate through ambiguity, and respond to time-sensitive international shipment requirements and exceptions • Advanced data entry and organizational skills. • Intermediate PC skills and working knowledge of Office Suite (Excel, Word). Education and/or Experience • Bachelor's degree in Business Administration, Logistics, Supply Chain Management, International Business, or a related field, or equivalent work experience. • Proven experience (3+ years) in international transportation/logistics coordination of high-tech/high-value freight across multiple locations. • Experience coordinating US and Canada imports and exports, including international transportation, customs documentation and regulations, and customs clearance requirements. • Strong knowledge of international logistics and supply chain management principles and best practices. • Familiarity with DOT, FMCSA and TSA regulations and requirements • Proficiency in using logistics management software and tools to track shipments and inventory (e.g., ERP systems, carrier portals, warehouse management systems, TMS). • Familiarity with AV equipment, including audio systems, video projectors, lighting equipment, and other related technology is a plus. Working 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. This job operates in a professional office environment. This role uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The work environment is generally moderate in noise (inter-office conversations and computers/printers). Physical Requirements The physical demands of this position are those that are necessary to meet the responsibilities and essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. • This position regularly requires employees to sit, walk, and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment. Work Hours AVI-SPL reserves the right to alter work hours and work location as deems necessary. AVI-SPL is an Equal Opportunity Employer/AA/Disabled/Veteran Protected VEVRAA Federal Contractor Pay Type Min Base Max Base Salary $62k $80k This pay range represents the base salary for this position. Actual compensation within the range will depend on a variety of factors including but not limited to experience, skills, and location. Originally posted on Himalayas