Ocean Import Coordinator

Albatrans is a global logistics and freight forwarding company with a long-standing presence in international transportation and supply chain management. With offices and partners spanning multiple continents, Albatrans provides comprehensive freight solutions across industries including consumer goods, machinery, retail, beverage and more. Our services encompass ocean and air freight, customs brokerage, warehousing and distribution, cargo insurance, and advanced shipment visibility through a global partner network and integrated systems. Customer service and reliable execution are at the heart of everything we do, enabling our clients to navigate complex logistics with confidence and efficiency. Position Overview The Ocean Import Coordinator is responsible for managing operational activities related to ocean import shipments. This role ensures excellent customer service by accurately processing shipment requests, communicating proactively with internal teams and external partners, and coordinating all aspects of import operations in accordance with company standards and client requirements. The Coordinator acts as a primary point of contact for customers and carriers, ensuring visibility and timely execution throughout the import process. The coordinator builds and maintain business relationship with clients by providing prompt and accurate service so as to promote customer loyalty. Key Responsibilities Operational Execution Receive, review, and process all operational documentation for assigned accounts, including arrival notices, delivery orders, bills of lading, and related import paperwork. Coordinate ocean import bookings, vessel positionings, and cargo tracking to meet customer and internal expectations. Track and monitor shipments, providing timely and accurate status updates to clients and the sales team. Ensure proper execution of standard operating procedures (SOPs), service levels, and Incoterm requirements to meet established Key Performance Indicators (KPIs). Documentation & Compliance Prepare, verify, and distribute import documentation to carriers, customers, and agents within established timelines. Work closely with customs brokers, carriers, Container Freight Stations (CFS), to facilitate clearance and release of goods. Ensure all shipment documentation complies with regulatory requirements and company policies together with our Compliance Team. Billing & Financial Coordination Review and verify carrier and vendor invoices for accuracy; address discrepancies and process corrections as needed. Submit invoices for payment in accordance with company billing SOPs and timelines. Maintain accurate shipment records to support timely billing and financial reporting. Customer Service & Communication Serve as the main operational contact for clients, addressing service inquiries, shipment issues, and requests with professionalism and urgency. Build and maintain strong relationships with customers, vendors, agents, and internal teams to promote service excellence and customer retention. Respond effectively to requests from sales representatives, managers, and directors regarding shipment status and operational issues. Issue Resolution & Reporting Identify, research, and resolve shipment discrepancies or customer concerns. Follow up on unresolved inquiries until closure. Complete required operational logs, reports, and documentation in a timely manner. Conduct audits and reviews of operational and financial reporting as needed. Data Management Accurately enter shipment and event data into the internal system to ensure visibility and traceability of all activities. Maintain organized and complete shipment files to support internal processes and audits. Team Support Provide backup support for alternate accounts or team members as needed. Participate in continuous improvement initiatives and contribute to process enhancements. Demonstrate a strong focus on customer satisfaction in alignment with Albatrans core values and service standards. Other Duties Perform additional tasks as assigned by management. Required Qualifications High school diploma or equivalent; additional education in logistics, supply chain, or business preferred. Minimum of 13 years experience in ocean freight forwarding or import operations. Strong understanding of ocean import processes, Incoterms, and logistics documentation. Excellent communication skills (verbal and written), with a strong customer service focus. Ability to multitask, prioritize, and work effectively in a fast-paced environment. Proficient in Microsoft Office (Outlook, Excel) and shipment tracking systems. Ability to work collaboratively with internal teams and external partners.