Import Export Coordinator

Work Schedule

Standard (Mon-Fri)

Environmental Conditions

Standing for full shift

Job Description

Job Summary

The Import/Export Coordinator is responsible for coordinating and supporting import and export activities to ensure the timely and compliant movement of clinical supplies and related materials. This role works closely with internal teams, logistics providers, customs brokers, couriers, and other external partners to facilitate international shipments while ensuring compliance with applicable customs, trade, and regulatory requirements.

The successful candidate will have strong organizational skills, attention to detail, and the ability to manage multiple shipments and priorities in a fast-paced, cross-functional environment.

Key Responsibilities

• Coordinate day-to-day import and export activities for clinical supplies and related materials.
• Prepare, review, and maintain shipping and customs documentation, including commercial invoices, packing lists, airway bills, and other required import/export documents.
• Coordinate with freight forwarders, customs brokers, couriers, and other logistics service providers to support timely customs clearance and delivery.
• Monitor international shipments from dispatch through final delivery and proactively follow up on delays, customs holds, or documentation issues.
• Ensure import/export activities are performed in accordance with applicable local regulations, customs requirements, company procedures, and trade compliance requirements.
• Work closely with Clinical Supplies, Logistics, Procurement, Finance, and other cross-functional teams to resolve shipment-related issues.
• Support the preparation and submission of documentation required for import permits, licenses, customs clearance, or other regulatory requirements, as applicable.
• Maintain accurate shipment records, documentation, tracking information, and supporting files for audit and compliance purposes.
• Verify shipment information and documentation for completeness and accuracy prior to dispatch or customs submission.
• Communicate shipment status, risks, delays, and required actions to relevant stakeholders in a timely manner.
• Support investigation and resolution of shipping discrepancies, customs issues, damaged shipments, or other logistics exceptions.
• Assist with freight invoices and shipping-related documentation as required.
• Identify opportunities to improve import/export processes, shipment visibility, documentation accuracy, and operational efficiency.
• Support internal and external audits by providing required shipping and trade compliance documentation.
• Perform other import/export and logistics-related duties as assigned.

Qualifications and Experience

• Bachelor’s degree in Logistics, Supply Chain Management, International Business, Business Administration, or a related discipline preferred.
• Relevant experience in import/export, logistics, freight forwarding, customs clearance, supply chain, or a related operational function.
• Knowledge of import/export documentation, customs procedures, and international shipping processes.
• Experience working with freight forwarders, customs brokers, couriers, and logistics providers is preferred.
• Experience within the pharmaceutical, clinical research, healthcare, life sciences, or other regulated industries is an advantage.
• Strong attention to detail with the ability to maintain accurate documentation and records.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Effective communication and interpersonal skills with the ability to work across functions and with external partners.
• Good problem-solving skills and the ability to proactively follow up and resolve operational issues.
• Proficiency in Microsoft Office applications, particularly Excel, Outlook, and Word.
• Good written and verbal communication skills in English; proficiency in Mandarin Chinese is advantageous for supporting Taiwan-based operations.

Key Competencies

• Customer and stakeholder focus
• Attention to detail and accuracy
• Compliance mindset
• Planning and organization
• Effective communication
• Problem solving
• Teamwork and cross-functional collaboration
• Ability to work independently and manage competing priorities