Import/export Coordinator

Job Posting - Procurement Administrator

**Company Description**

**Job Summary**
We are seeking a versatile and detail-oriented Import/Export & Office Coordinator to join our team and play a pivotal role in managing international shipping documentation, ensuring compliance, and supporting front-line operations. Based at our headquarters in Port Coquitlam, this role will combine import/export responsibilities with general office coordination, including answering phones and providing administrative support to our sales and technical support teams.

**RESPONSIBILITIES**:
**Import/Export & Shipping Documentation**
- Prepare Proforma and Commercial Invoices, Packing Lists, and CUSMA documents.
- Submit accurate B13 export declarations via the Canada Export Reporting System (CERS).
- Maintain up-to-date and compliant shipping records for internal and regulatory use.
- Update monthly Cargo Declaration reports for insurance compliance.

**Return Merchandise Authorizations (RMAs)**
- Process and coordinate RMAs for both customer and vendor returns.
- Work with internal teams and external vendors to streamline return processes.

**Customer, Sales & Technical Support Assistance**
- Answer incoming calls and route them appropriately with professionalism and efficiency.
- Assist Sales and Tech Support teams with documentation, system tracking, RMAs, and administrative support.
- Enter and track freight costs within Salesforce for visibility and reporting.
- Coordinate demo shipments, client follow-ups, and documentation.

**Freight Coordination & Invoice Management**
- Coordinate international and domestic shipments, including tradeshow freight.
- Request and negotiate freight quotes; ensure timely booking and cost-effectiveness.
- Post and reconcile freight invoices, verifying accuracy against shipping agreements.

**Marketing Support & Coordination**
- Act as the internal point of contact for the external marketing firm on brochures, website updates, advertising, and branding initiatives.
- Assist with gathering internal content, coordinating approvals, and routing marketing requests to the appropriate internal stakeholders.
- Support tradeshow coordination including booth logistics, collateral shipments, registrations, and post-show follow-ups.

**Documentation, Compliance & Process Improvement**
- Maintain organized and accurate records of shipping, returns, permits, and internal approvals.
- Regularly update ISO SOPs related to shipping, customer service, and office coordination.
- Suggest and implement improvements to streamline import/export and internal communications processes.

**Required**:

- 2+ years’ experience in import/export coordination or trade compliance.
- Strong knowledge of international shipping practices and customs documentation.
- High attention to detail and organizational skills.

**Preferred**:

- Experience working with ERP/CRM systems (NetSuite, Salesforce).
- Understanding of Controlled Goods Program compliance.
- Familiarity with tradeshow logistics and freight movement.
- Knowledge of ISO 9001 quality management standards.

**Skills & Attributes**
- Excellent multitasking and time management abilities.
- Strong communication and interpersonal skills.
- Customer service oriented and solutions driven.
- Comfortable in a fast-paced, team-based environment.
- Proficient with Microsoft Office Suite and documentation tools.
- Additional languages are considered an asset.

**Contact Us**:
Pay: $22.00-$32.00 per hour

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- Paid time off

Flexible language requirement:

- French not required

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

**Education**:

- Secondary School (preferred)

**Experience**:

- Import/Export: 1 year (preferred)

**Language**:

- English (preferred)

Work Location: In person

Expected start date: 2025-07-14