Import Account Specialist

Principal Duties and Responsibilities

• Initiate and send New Vendor Introductory Letter outlining required documents for initial setup:
  Overseas and U.S. contact information, Liability Insurance, Continuing Vendor Indemnification, and Banking Information. Also must ensure receipt and complete understanding of Import Compliance Manual that includes our full Product Quality Assurance Program
• Annually distribute updated Import Compliance Procedures and ensure vendor understanding of all policies and procedures and receipt of Insurance Certification and endorsed Indemnification
• Ensure 24-hour response to all vendor inquiries, which may include engaging appropriate parties (Merchandise, Logistics, Operations, Finance and Allocations) to assure timely resolution
• Facilitate effective communication between vendors and merchants
• Maintain accurate internal (MMS) vendor records to include current contact information and primary email addresses (for purchase order issuance)
• Communicate all new or changing policies as directed by Import Management

• Initiate new SKU creation, validate existing SKU information and revise data, while adhering to all compliance procedures established by Import Management. This includes maintaining an accurate quote sheet, complying with Custom’s regulations, verifying landed cost and maintaining on-line database for record retention (SOX)
• Create and manage approved purchase orders to vendors including appropriate notes to ensure compliance with all Federal, State, Customs, and Safety Import Regulations
• Control process by which price offers and counter offers are communicated to the vendors/buyers, finalized, and entered into the purchase order
• Manage process by which vendors and buyers are informed of HTSUS# (Harmonized Tariff Schedule) and Duty rate changes that affect the landed cost
• Confirm integrity of specific import related data elements for purchase orders: pricing, cubic feet and weight, case pack, FOB port, payment terms, compliance documentation, and lead time
• Ongoing PO maintenance beyond initial release to ensure accurate and up-to-date FOB point, lead time, and ship window
• Advise and follow up on all letter of credit amendments to ensure timely issuance by Finance and receipt by vendor
• Confirm receipt of every emailed purchase order via PO Email Distribution Maintenance
• Manage above processes for all overseas trip orders (average 3,000 PO’s per trip) to ensure accurate data, confirmed compliance, and timely release of order to the vendors

• Manage sample approval process by securing product/package approval from buyers and graphic artists. Communicate to vendor any enhancements to product design, packaging, and/or artwork and ensure vendor complies with the outlined changes
• Ensure all regulatory/compliance mandates are met before authorizing shipment which includes Lab Tests, Medical Device Listings, UL Listings, MSDS, FDA Facility Registration Number, Stuffed/Plush Toy Registration for PA, MA, and OH, Textile Registration/Declaration, Drop Ball Certificate, Fumigation Certificate, Vet Certificate, Visa/Quota, GSP Declaration, Ceramic ware Certification, and CPSIA Tracking Markings
• Weekly analysis to identify delinquent product approvals and subsequent email notification to those vendors outlining their specific items 4 weeks prior to planned ship date
• Weekly analysis to identify delinquent shipment bookings and subsequent email notification to those vendors outlining their specific items 2 weeks prior to planned ship dates
• Manage all vendor requests for ship window extensions. Initiate communication to Merchandise Management for their decision to extend, cancel, or expedite shipment. Convey decision to Vendor, Graphic Artists, and Import Logistics and process purchase order accordingly
• Analyze every receiving shortage and overage. Research and resolve by maintaining weekly spreadsheets and if necessary engage the assistance of Logistics personnel to bring about final resolution

• Research product issues and facilitate communications between Import Management, Buyer, and Vendor
• Secure and advise…