Export Documentation Coordinator Job Description [Updated for 2025]

In the global trade industry, the role of an Export Documentation Coordinator has never been more critical.

As international commerce continues to evolve, the demand for proficient professionals who can competently handle, manage, and secure our export documentation procedures grows stronger.

But let’s delve deeper: What’s truly expected from an Export Documentation Coordinator?

Whether you are:

• A job seeker attempting to understand the core of this role,
• A hiring manager drafting the perfect candidate profile,
• Or simply curious about the intricacies of export documentation coordination,

You’re in the right place.

Today, we present a customizable Export Documentation Coordinator job description template, designed for easy posting on job boards or career sites.

Let’s dive right in.

Export Documentation Coordinator Duties and Responsibilities

Export Documentation Coordinators play a crucial role in the international trade industry, where they manage and track all shipping documentation and ensure all export regulations are met.

Their daily duties and responsibilities include:

• Prepare and manage all export documentation such as invoices, packing lists, bills of lading, certificates of origin, insurance certificates and export licenses
• Ensure compliance with all international shipping regulations and standards
• Coordinate with suppliers, freight forwarders, customs brokers and internal departments to ensure seamless and timely shipping
• Track shipments and provide updates to relevant parties
• Handle and resolve any shipping discrepancies
• Assist in the preparation of budgets and schedules for all export activities
• Perform audit on all export files to ensure accuracy
• Maintain up-to-date knowledge of all changes in export regulations and practices
• Develop and maintain relationships with vendors and shipping companies

 

Export Documentation Coordinator Job Description Template

Job Brief

We are seeking an experienced and detail-oriented Export Documentation Coordinator to manage our export documentation process.

The responsibilities will include preparing shipping documents, verifying shipment data, and communicating with customs officials.

The ideal candidate will have a keen eye for detail, outstanding organizational skills, and an understanding of shipping and customs procedures.

The Export Documentation Coordinator will ensure that all documentation adheres to export policies and regulations, reducing the potential for customs delays or fines.

 

Responsibilities

• Prepare and verify shipping documentation for international shipments
• Coordinate with sales and logistics teams to ensure accurate and timely shipping
• Ensure compliance with customs and export regulations
• Liaise with clients and customs officials as needed
• Track shipments and provide updates to relevant parties
• Resolve any issues that may arise during the shipment process
• Maintain digital records of all shipments and documentation
• Stay current on changes in export laws and regulations

 

Qualifications

• Proven experience in export documentation or a similar role
• Knowledge of export laws and regulations
• Excellent organizational and multitasking abilities
• Exceptional attention to detail
• Proficient with Microsoft Office Suite or related software
• Excellent verbal and written communication skills
• Ability to work effectively with minimal supervision
• Degree in Logistics, Business Administration, or a relevant field is preferred

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Export Documentation Coordinator
• Work Environment: Office setting. Some travel may be required for training or industry events.
• Reporting Structure: Reports to the Export Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $45,000 minimum to $65,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does an Export Documentation Coordinator Do?

An Export Documentation Coordinator is typically employed by companies that deal with international trade.

They play a crucial role in the smooth running of export operations by managing, preparing, and organizing all the necessary documents required for international shipping and transactions.

They work in close coordination with other departments such as sales, logistics, and finance to ensure the correct processing and distribution of export documentation.

This includes invoices, packing lists, bills of lading, and letters of credit, among others.

Their key responsibility is to ensure that all documents comply with export regulations and procedural requirements of the destination country, which can vary significantly.

This involves staying updated with changes in international trade laws and regulations.

The Export Documentation Coordinator also verifies and provides detailed product descriptions, including the harmonized system codes, and ensures the accuracy of shipment details like weight, dimensions, and pricing.

In addition, they liaise with freight forwarders, customs brokers, and customers to resolve any potential issues related to export documentation.

Their role is pivotal in avoiding costly delays, penalties, or even seizure of goods at customs due to errors or non-compliance in export documentation.

In some companies, the Export Documentation Coordinator may also be tasked with tracking shipments and providing status updates to customers or relevant internal departments.

 

Export Documentation Coordinator Qualifications and Skills

An efficient Export Documentation Coordinator should possess the skills and qualifications pertinent to the job role, such as:

• Strong knowledge of import and export regulations and documentations to ensure compliance with international laws.
• Superior attention to detail and organizational skills to manage and maintain all shipping documentation accurately and effectively.
• Excellent communication skills to effectively interact with suppliers, customers, and freight forwarders, ensuring all relevant parties are well-informed.
• Strong multitasking capabilities to manage multiple shipments and documentation processes simultaneously.
• Problem-solving skills to address any issues or discrepancies that arise in the documentation or shipping process swiftly and effectively.
• Computer proficiency, specifically in data entry and management systems, to keep records updated and retrieve information as needed.
• Ability to work under pressure and meet deadlines, ensuring all export activities are completed in a timely manner.

 

Export Documentation Coordinator Experience Requirements

Entry-level candidates for the position of an Export Documentation Coordinator usually require at least 1 to 2 years of experience in a similar role.

This experience can be gained through internships, part-time roles or full-time positions in export, import, logistics, or supply chain management.

Familiarity with export documentation and regulations is crucial in this position.

Candidates with 3 to 5 years of experience usually have a deeper understanding of export procedures and customs regulations.

They are often experienced in preparing and reviewing export documents, coordinating with freight forwarders, and ensuring regulatory compliance.

They may also have experience in handling letters of credit and resolving customs-related issues.

Those with more than 5 years of experience in the field may have developed advanced skills in managing complex export operations and leading teams.

They are usually proficient in using export management systems and have a strong understanding of international trade laws and regulations.

This level of experience may prepare them for a managerial position in export or logistics operations.

 

Export Documentation Coordinator Education and Training Requirements

An Export Documentation Coordinator typically requires a bachelor’s degree in business, logistics, or a related field.

In-depth knowledge about customs regulations, tax laws, and international trade regulations is essential for this role.

Therefore, coursework in international business, trade laws, and customs regulations would be highly beneficial.

They also need strong organizational skills and proficiency in document management systems and databases.

Knowledge of foreign languages can also be an advantage in this role.

Some roles may require candidates to have prior experience in export documentation or international trade.

Certifications in logistics, export controls, or freight forwarding like the Certified International Trade Professional (CITP) or Certified Export Specialist (CES) can enhance job prospects.

While not mandatory, pursuing advanced courses or a master’s degree in international trade or business can be beneficial, indicating the individual’s commitment to continual learning and potential for leadership.

 

Export Documentation Coordinator Salary Expectations

The average salary for an Export Documentation Coordinator is $45,760 (USD) per year.

However, the actual earnings can significantly vary based on factors such as level of experience, the complexity of tasks handled, geographical location, and the size of the employing company.

 

Export Documentation Coordinator Job Description FAQs

What skills does an Export Documentation Coordinator need?

Export Documentation Coordinators should have strong attention to detail to manage and oversee all necessary documentation for international trade.

They need excellent organizational and time management skills to ensure all documents are accurate and submitted on time.

They should also have good communication skills to work with various departments and external parties, and computer skills to use specialized software for creating and managing documents.

 

Do Export Documentation Coordinators need a degree?

While some employers might prefer candidates with a degree in business, logistics, or a related field, it is not always required.

However, a thorough understanding of export regulations and documentation is essential.

This can be gained through experience or industry-specific training courses.

Knowledge of a foreign language can also be beneficial in this role.

 

What should you look for in an Export Documentation Coordinator resume?

A strong resume for an Export Documentation Coordinator should highlight previous experience in logistics or international trade, particularly in roles where they were responsible for managing export documentation.

Proficiency in specialized software used for documentation management should also be noted.

It’s also beneficial if they demonstrate knowledge of international trade laws and regulations, customs procedures, and shipping terminology.

 

What qualities make a good Export Documentation Coordinator?

A good Export Documentation Coordinator is detail-oriented, ensuring no mistakes are made in the paperwork that could delay shipments.

They are well-organized and capable of managing multiple tasks and deadlines.

They are proactive problem-solvers, able to anticipate potential issues and address them in advance.

They also have excellent communication skills to coordinate effectively with various departments and external stakeholders.

 

Is it difficult to hire an Export Documentation Coordinator?

Hiring an Export Documentation Coordinator can be challenging due to the specific knowledge and experience required for the role.

Not only do they need to understand the complex logistics of international shipping, but they also need to be familiar with export regulations and documentation requirements.

Therefore, it’s important to focus on candidates with relevant industry experience and knowledge.

 

Conclusion

And so, we’ve unfolded the true essence of being an Export Documentation Coordinator.

Guess what?

It’s not just about paperwork.

It’s about shaping the global marketplace, one export document at a time.

With our comprehensive Export Documentation Coordinator job description template and practical examples, you’re ready to advance.

But why pause here?

Delve further with our job description generator. It’s your secret weapon for creating meticulous job listings or perfecting your resume.

Keep in mind:

Every export document is a piece of the international trade puzzle.

Let’s shape global commerce. Together.

How to Become an Export Documentation Coordinator (Complete Guide)

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