Export Coordinator

Export Coordinator

Location:

Lenexa, KS

Job Summary and

Purpose:

The Export Coordinator manages all export activities for an assigned zone, including order entry, shipment processing, transport booking, document preparation, and compliance tasks. This role supports product needs for designated countries and collaborates with global customers and internal departments.

• Manage sales orders from entry to packing and dispatch, including coordination with warehouse and provision of required documents such as BOL and pallet labels.
• Provide shipping documents tailored to each customer and country.
• Review and enter purchase orders from subsidiaries/distributors.
• Maintain approved product lists (inclusions/exclusions) per country in JDE.
• Monitor USDA release and work order completion to determine order readiness.
• Convert Pro-Forma (S0) orders to firm (S2) orders; verify pricing, parties, serials, and codes.
• Issue credit/debit notes post‑shipment as needed.
• Respond to customer inquiries and provide order updates.

• Coordinate timely and compliant shipment bookings, ensuring appropriate conditions and routing for all cargo.
• Submit transport booking request to forwarding agent with complete cargo details.
• Include DG Declaration for hazardous cargo.
• Verify Air Waybill accuracy and routing.
• Ensure ETA meets Ceva’s requirements.
• Organize and optimize transport orders using specified Incoterms.
• Guarantee suitable transport based on temperature, handling, and storage needs.

• Generate packing lists, commercial invoices, and dewar invoices from JDE.
• Prepare and notarize Certificates of Origin; obtain Chamber of Commerce attestation if required.
• Collaborate with Quality to obtain necessary regulatory documents such as CoA, Veterinary Certificate, APHIS, etc.
• Prepare any country‑specific or customer‑required trade documents.
• Support inquiries and documentation needs from destination countries.

• File Electronic Export Information (EEI) via ACE; provide ITN to forwarder.
• Perform restricted party screening for all involved entities; escalate red flags.
• Approve shipment release only after full compliance verification.
• File and retain all documentation in accordance with 5‑year record‑keeping policies.
• Register new customers following internal compliance procedures.
• Escalate flagged compliance issues to managers.

• Communicate clearly with internal and external stakeholders, ensuring visibility of order status and issue resolution.
• Any other duties as required to meet the business needs.
• Maintain strict compliance with export regulations and continuously improve document accuracy and regulatory alignment.
• Support cross‑functional projects related to export operations, compliance, or systems improvements as needed.

• Shape solutions out of complexity – Questions the way things are done.
• Client focus – Installs customer focus within entity.
• Collaborate with empathy – Proactively cooperates.
• Engage and develop – Drives conditions for optimal performance.
• Drive ambition and accountability – Holds self and others accountable for high performance.
• Influence others – Consciously tries to persuade.

• Knowledge of international trade techniques to be able to propose solutions.
• Ability to use the knowledge of the customers to make improvement recommendations.
• Knowledge of ways of transportation to be able to propose solutions.
• Knowledge of the quality, regulatory affairs, GMP and finance guidelines in order to anticipate the impacts on the SRC.
• Knowledge of warehousing processes and constraints to be able to adapt solutions.
• Intermediate skills in Microsoft Word, Excel, PowerPoint, email and phone required.
• High attention to details.
• Ability to multitask.
• Excellent written and verbal communication skills.

• High school diploma/GED required. Advanced education, such as an Associate or Bachelor's degree in Supply Chain, Logistics, Business, or a related field preferred.

• 1+ years of relevant import/export experience, including a basic understanding of export compliance requirements.
• Exper…