Senior Import/Export Specialist

Description

Berjé Inc. is a family-owned business that has been in operation for over seven decades across three generations. The company was originally founded with a creative approach to creating value from byproducts and aromatic raw materials set the stage for Berjé to become a leading supplier within the flavor and fragrance industry. We are committed to being a trusted partner, reliable innovator, and informed resource, to our clients, customers, and employees.  We provide quality ingredients with an emphasis on sustainability, ethics as well as safety and compliance. Our investment in training and development is our commitment, by allowing our team to build their future along with ours, creating an impactful career unique to you. We promise to deliver superior service and products that live up to our values of integrity, accountability, leadership, legacy, diversity, and passion every single day and are looking for team members to assist us in our promises of leadership withing our community as well as globally.

The Senior Specialist, Import / Export processes orders and supports international export accounts and international vendors for both internal and external by serving as the subject matter expert for the Import/Export team. The role provides exceptional customer service by satisfying any specific vendor and customer requirements and ensuring the timely release of shipments and arrivals to final destinations. Orders are processed by reviewing inventory availability, keeping close communication and follow-up with internal and external stakeholders.

This role prepares complete and accurate export documentation, complying with US Customs export laws and internal controls, as well as prepare import procedures such as ISF, arrival notices, etc. The position reports on key metrics and participates in departmental planning as well as any system/process enhancements. The Senior Specialist, Import& Export ensures that import/export operations are executed as per required specifications, reviewing the appropriate SOPs as needed, and keeping the management team informed of any issues. This role will serve as a team member coach for the import/export specialists, including, but not limited to direct training, as well as serving as a supportive partner in handling issue escalations.

Working with international shipments of essential oils & aroma chemicals to customers in the flavor & fragrance industry. Must have knowledge of Import-Export logistics, regulations, and freight forwarders. Prefer HazMat Certification or at a minimum knowledge of HazMat requirements (DOT, IATA, IMDG). Previous experience in the freight forwarding industry is a big plus. Must be capable of performing in a fast-paced & deadline- oriented work environment. Diligence is essential.

Order Processing & Administration

• Process orders for export accounts, including but not limited to the following tasks: accurate order entry, preparation of export documentation, coordinating shipments with warehouses, forwarding agents, processing returns/claims/adjustments, and providing proof of deliveries
• Process Import orders, by filing ISF, tracking of shipments, coordination of truckers for deliveries to our facilities or 3rd party warehouses.
• Ensure that orders are allocated and processed on a timely manner upon allocation approvals and receipt of payment
• Research and resolve customer and supplier issues
• Partner internally with Finance teams to resolve credit issues or tax exemption guidance
• Create and oversee billings for direct shipments
• Submit requests for credit and debit for shipment errors
• Provide training and support to import-export specialists and team as needed

Customer Service/Communication

• Perform daily communication with internal and external stakeholders (e.g. customers, sales reps, warehouses, forwarding agents, internal departments) and maintain a strong relationship with vendor and customer accounts
• Ensure communications are provided to vendors and customers in a timely fashion including but not limited to weekly back-order availability and export documentation, import processes to be followed for customs entry of materials
• Provide excellent customer service, ensuring that all inquiries are satisfactorily resolved in a timely fashion and escalating issues when necessary
• Create a professional & trusting partnership with vendors/customers
• Respond to inquiries within 24 hours of receipt
• Monitor new orders via Outlook email mailbox
• Follow import and export Standard Operating Procedure (SOP) for subsequent processing
• Partner with business units to understand the needs of the customers and vendors and maintain a strong relationship with these accounts

Documentation

• Ensure compliance with foreign regulations governing the shipment, receipt, and documentation of imported/exported products
• Evaluate that all necessary documentation is placed in the appropriate order file, including but not limited to warehouse receipts, air waybills, ocean bills of lading, invoices for freight expenses, and other related correspondence
• Maintain well-organized files for easy review; attach customer's PO, shipping instructions and any other communication regarding orders and maintain documents for imports.

Reporting

• Create, review, and provide reporting on key metrics
• Generate reports constantly to monitor open and back-orders statuses
• Work with management to review existing processes and provide insight into improvements/changes
• Additional reporting as assigned

Qualifications

Education & Experience

• A relevant Degree or equivalent experience in Supply Chain Management, International Business or similar area is preferred.
• Proven experience as an Export Coordinator or similar role within the logistics or international Trade industry
• Strong understanding and knowledge of export regulations, customs procedures and international shipping documentation
• Proficiency in Export Software, Computer Systems including ERP systems, MS office and tracking tools.
• Minimum four years of experience in freight forwarding or import/export administration.
• Fundamental knowledge of import-export logistics/regulations/freight forwarder operations
• HazMat Certification is preferred

Skills and/or Physical Requirements

• Excellent interpersonal skills and ability to communicate using both written and verbal communication with diverse work groups, cross-functional teams including customers and internal Berje employees.
• Highly organized and able to multi-task in a fast-paced environment
• Team oriented, yet able to work independently.
• Positive and professional manner, strong focus on detail, accuracy and accountability
• Detail oriented with a high level of accuracy in documentation and data entry.
• Ability to problem solve utilizing analytical abilities with proactive and solutions-oriented mindset.
• Familiarity with Incoterms, trade compliance programs and export licensing a must
• Demonstrates positive interpersonal skills with clear communication both in verbal and written form.