Export Supervisor

General Position Summary This position oversees the day-to-day export operations and supervises export staffs to ensure accurate documentation, timely cargo movement, regulatory compliance, quality customer service, and proper file completion. The Export Supervisor provides operational guidance, handles escalated issues, coordinates with internal and external parties, supports workload planning, and assists the Branch Manager with process improvement and team development. Depending on the branches to which the employee is assigned, responsibility for essential job functions may differ.

Essential Job Functions

EXPORT COORDINATION

• Oversee daily air and ocean export activities, including shipment setup, pickup arrangements, cargo booking, documentation, transfer, tracking, billing and file closure.
• Review export files and shipping documents for accuracy, completeness, customer requirements and compliance before cargo departure and file closure.
• Coordinate with trucking companies, airlines, steamship lines, rail providers, warehouses, overseas offices, agents, customers, and internal departments to maintain timely cargo movement.
• Review and support preparation of export documents, including bills of lading, air waybills, packing lists, commercial invoices, and other documents required by carriers, customs, TSA, customers, or destination offices.
• Monitor booking status, cargo readiness, pickup schedules, cutoffs, transfer arrangements, departure status, and exceptions, take corrective action when delays or operational issues occur.
• Obtain and review air, ocean, trucking, warehouse, and rail rates, support rate negotiations and cost control while maintaining service requirements.
• Ensure timely and accurate issuance of billing and required shipment notifications to customers, overseas offices, and other parties.
• Maintain customer and shipment information in accordance with company procedures and applicable security requirements.
• Provide operational coverage and hands-on support during employee absences, peak periods, urgent shipments, and special projects.
• Maintains and manage customer’s information in accordance with TSA regulation
• Issues invoices to the customers and overseas agents.
• Communicates with department manager and other staff to maintain effective work-flow.
• Communicates with sales department and customer service department staff to answer customer’s requests and inquiries.

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SUPERVISING AND TEAM SUPPORT

• Supervise, guide, and support the export team in day-to-day operations.
• Assign and prioritize work, monitor progress, and help balance workload to meet shipment deadlines and service standards.
• Review staff work for accuracy and completeness and provide coaching on export procedures, documentation, customer communication, billing, and problem resolution.
• Provide leadership and guidance to ensure the team adheres to deadlines and quality standards.
• Monitor work progress, advise employees on work procedures and practices
• Resolve escalated customer service issues while maintaining customer satisfaction and regular compliance.
• Provide training, cross-training and day-to-day operational guidance to export staff.
• Communicate effectively with management and other departments to ensure alignment and smooth operations.

CUSTOMER SERVICE AND ISSUE RESOLUTION

• Handle escalated customer, carrier, vendor, and overseas-office inquiries and work toward timely resolution.
• Keep customers and overseas offices informed of shipment status, schedule changes, delays, documentation issues, additional costs, and available alternatives
• Coordinate with Sales, Customer Service, Import, Accounting, Warehouse, and management to answer inquiries and resolve operational or billing matters.
• Identify service failures, irregularities, and recurring issues; document facts and recommend practical corrective or preventive actions

OTHER & MISCELLANEOUS

• Seeks constant improvement, more efficient and less expensive ways and means in work processes.
• Performs special projects and other miscellaneous duties as assigned by manager.
• Maintains high ethical standards in the work place.
• Reports all irregular issues and problems to management for solution.
• Maintains good communication with other managers, staff & outside contacts.
• Complies with all company policies and procedures.
• Responsible for maintaining a clean and safe working area.

Job Dimensions (skills, knowledge & abilities) Essential Job Dimensions Accuracy, Attention to Detail, Attendance &Punctuality, Communication: Speaking, Reading and Writing in English at a college level, Confidentiality, Competition Information, Computer Usage, Customer Service, Diplomacy, Dependability/Reliability, Confidentiality & Intellectual Properties, Decision-Making, Delegation, Ethics, Flexibility/Adaptability, Initiative/Follow Through, Judgment, Listening & Understanding, Math Skill, Monitoring/Control, Multi-Tasking, Negotiation, Persuasiveness, Problem Solving, Product Knowledge, Time Management, vendor relationship.

Qualifications

Education & Work Experience

• Associate degree (A.A.) or equivalent combination of education and experience
• At least 2-3 years of experience in export operations or logistics, with supervisory experience preferred.

Tools & Equipment

• General office equipment including phones, fax, copier, personal computer, etc.
• Software includes the use of Windows operating system, MS Office, Cargowise.
• Any tools, equipment, software that are required to be used.

Certificates / Licenses

• Certificate of IAC Security Training (IACSSP) and STA (Security Threat Assessment) ID required by DHS-TSA.
• HAZMAT Certification (IATA or IMDG)
• Any certificate or training records that are required by each department, position/title, or government agency.

Supervisory Responsibilities

• Yes

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

Work is typically performed in an office environment with moderate noise.

No business travel is required for this position.

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

While performing the duties of this position, the employee is required to frequently sit and occasionally must stand, walk, use hands and fingers and reach with hands and arms. The employee may occasionally lift and/or move up to 50 pounds.

Specific vision abilities include the ability to read and analyze data in hard copy and on a computer screen, measure or identify using eyesight and adjust vision focus.