Import / Export Specialist II – Peabody, MA, USA

Job Overview

Key Accountabilities:

  • Complete documentation for receipt of shipments, or review documentation to correctly process shipments.
  • Process documents through the appropriate system in a timely manner to ensure compliance with established deadlines.
  • Arrange, book, and confirm space on flights, freight, cargo, and other transportation methods.
  • Develop and maintain excellent customer service to internal and external customers, to advise of shipment details, and provide quotations.
  • Trace key transaction information (HBL, commercial invoice, and other required documents) to determine if available.  Index and create tracking files to initiate clearance process, once documents are received.
  • Follow-up with carriers, manage pre-alerts daily, and maintain record of all communications in files.
  • Inform supervisor of problems and irregularities.
  • Assist in coordination and communication of release to carrier, internal or external customer.
  • Improve understanding and knowledge of basic and advanced features of internal systems.
  • Actively pursue a better understanding of the process (through self- study, courses, and seminars presented by approved sources, and receive certification of competency in these applications).
  • Receive, review and process documentation for an assigned base of accounts, and process documents through the system.
  • Interface with other CEVA systems to provide updates and communications for internal and external customers to produce timely and compliant transactions.
  • Obtain release and other government agency releases as appropriate, arranging receiving or delivery, and ensuring invoicing for services is completed accurately and within the timeframe consistent with the account and company policy.
  • Process other duties required for compliant release and timely delivery and receipt of shipments after release including but not limited to OGA release, cargo delivery set-up, and client invoicing.
  • Serve as single point of coordination between customers (internal and external), U.S. Customs and Border protection and other government agencies to ensure service commitments are achieved and maintained in accordance with client and company objectives.
  • Perform initial reviews and advise supervisor of any problems or irregularities discovered within assigned transactions.
  • Provide excellent and timely customer service by proactively informing clients of the status of their shipments using judgment and knowledge, referring more technical questions to the team leader or licenced broker for response.
  • Coordinate the release of goods from the carrier or governmental agency examinations that may be required.
  • Ensure customer profile information is entered and updated in the appropriate company system for any customers; prepares quotations, letters, and communications as directed.
  • Manage pre-alerts daily to determine whether freight is arriving as expected and ocean documents are received within time standard specified.
  • Actively pursue a better understanding of the process through self-study, as well as courses and seminars presented by approved sources.
  • Improve understanding and knowledge of the established system, in both its basic and advanced features.
  • Perform other duties as assigned.



  • High School Diploma or GED required; Associates Degree Preferred.
  • Minimum one year of related experience.
  • PC Literate. Intermediate proficiency in Microsoft Office, Internet, web based and job specific software applications; Accurate typing and / or data entry skills; Responds promptly and professionally to customer needs; Identifies and resolves problems in a timely manner; balances team and individual responsibilities.  Following policies and procedures and ability to understand laws, rules and regulations in areas of assignment.  Ability to apply laws, rules, and regulations in areas of assignment.
  • Must be able to read, write and speak English fluently; ability to communicate and interact effectively with multi-functional and diverse backgrounds; ability to read, comprehend, and write basic correspondence; effectively present information one-on-one or in a small group situation; identify and resolve problems in a timely manner.
  • Responds promptly and professionally to customer needs and solicits customer feedback to improve performance.
  • Read, analyse, and interpret complex procedures or regulations and write correspondence and procedural documents.
  • Speak effectively before groups of customers or employees.
  • Recommend solutions to common problems.
  • Gives and welcomes feedback and contributes to building a common team spirit.
  • Ability to add, subtract, multiply, and divide using units of currency, weight, volume, and distance measurements.
  • Gather and analyse documents skillfully.
  • Balance team and individual responsibilities, exhibit objectivity and openness to others’ views.



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