Importation Specialist

The Importation Specialist is a key project management role supporting the successful execution of material handling and automation projects while ensuring compliance with Mexico’s importation and customs valuation requirements, including the Electronic Manifestación de Valor.

Working closely with the Project Manager and cross-functional teams, this role supports projects involving technologies such as robotics, AS/RS, AGVs, high-speed sortation, vertical lifts, and other custom automation solutions. Projects typically range from 8 to 24 months and span the full project life cycle from kickoff through close-out.

The Importation Specialist remains involved in the project until closeout of the final punch list, acceptance testing, finally billing milestones, and accounting reconciliation. The project team is typically comprised of project engineer(s), controls engineer(s), a software project manager in addition to the project management staff (project manager, project coordinator, and site manager(s). Project success is measured by scores on customer satisfaction surveys as well as performance on managing scope, cost, and schedule.

Responsibilities:

• Customs Compliance & Value Manifestation
• Prepare, compile and submit Electronic Manifestación de Valor (MVE / Value Manifest) via the Mexican Single Window for Foreign Trade (VUCEM) using the E2 format, ensuring timely submission before customs clearance.
• Ensure supporting documentation (invoices, transport docs, contracts, payments, freight/insurance details, etc.) is accurate, complete and consistent with customs valuation rules.
• Validate that declaration values correctly reflect transaction value, freight, insurance, royalties, and other incrementable costs for each import.
• Maintain digital records of all Value Manifest submissions in accordance with legal retention requirements
• Project Coordination & Communication
• Act as the primary liaison between internal teams (logistics, supply chain, purchasing, finance, legal) and external partners (customs brokers, carriers) to organize and transmit all required documentation.
• Lead process improvement initiatives to streamline manifest creation, submission workflows, and compliance checklists.
• Train and support operational staff on new customs processes related to Value Manifestation requirements.
• Planning and coordination of freights for projects in execution
• scheduling of tax/VAT payments
• Work with PMs to define priority of shipments to accomplish schedule of different projects
• Tracking of all shipments, either ground, air, or sea and timely report to PMs or customers of their progress.
• Importation of non-system components
• Work in certifications (NOMS) to import lose components, electronics, controls parts ir textile
• Define requirements for Bastian to own a import trading company or partner with a import trading company to allow us to import all spare parts.
• Regulatory Monitoring & Risk Management
• Monitor updates to Mexican customs regulations (e.g., deadlines, procedural changes, penalty enforcement) and adapt internal processes accordingly.
• Identify compliance gaps and work cross-functionally to mitigate risks (e.g., delays, penalties, incorrect valuation).
• Ensure accurate representation of declared values and manage corrective actions if discrepancies are identified
• Run internal audits to prevent or catch issues prior to government audits
• Prepare documentation and follow up to future audits run by government entities.
• Sales
• Work together with FAEs to estimate and quote freights for new and existing leads.
• Procurement
• Develop new freight forwarder vendors to improve our pricing and reduce issues while importing.
• Generate purchase orders to freight vendors when services are complete or prior to service to freeze pricing.
• Solidify final vendor quotes and negotiate best pricing, including freight carriers
• Complete purchase requisition tasks in Microsoft D365 for each vendor purchase
• Facilitate purchase agreement or statement of work creation when needed.
• Confirm delivery date throughout procurement process (at beginning, middle and 1-2 weeks out from delivery)
• Consolidating project bills of materials to be delivered to the project site team for inventory management
• Follow up on spare parts to vendors until those are delivered to customers
• Weekly reports to customers with progress
• Financials
• Coordinate with Finance to ensure complete and accurate import documentation is prepared and submitted at least two days prior to month-end.
• Review and approve import documentation prior to submission to the freight forwarder.
• Compile, maintain, and share all required customs and accounting documentation with Finance.
• Prepare and maintain import reports and supporting records.
• Request and follow up on credit notes for warranty-related spare parts imports.
• Manage internal approval workflows, including obtaining required signatures.
• Organize, print, and maintain physical files with original signatures for submission to authorities.
• Meetings
• Create agendas and lead recurring project team meetings
• Document meeting minutes
• Document action items (punch list) and follow up with owners on progress.
• Progress Reports
• Draft Weekly Project Status Report for project manager to review; combine feedback covered in internal and external weekly meetings, emails received during weeks, and daily notes
• Schedule
• Update % Complete on Microsoft Project tasks throughout the project lifecycle
• Administrative
• Complete per diem and credit card expense reports in timely fashion
• Ensure all projects are set up and maintain the standard file structure in Microsoft One Drive
• Assist in the creation of lessons learned
• Travel
• Participate in onsite startup and/or close out opportunities
• Travel to customer sites - 10%

Preferred Skills & Qualifications:

• Bachelor’s Degree in International Trade, Logistics, Supply Chain, Business Administration, or related field.
• 3+ years of experience in import/export operations or customs compliance, preferably within Mexico.
• Fluent in English and Spanish (written and spoken)
• Familiarity with tariff classification and customs valuation methodologies.
• Project Management
• Operational Excellence
• Proficient with digital platforms (VUCEM preferred) and MS Office applications.
• Energetic, ambitious, and hard working
• Strong interpersonal and communication skills
• Strong demonstrated sense of customer service
• Anticipate problems and drive risk reduction
• Change agent and desire to enhance standard processes

To learn more about us, click the following link - https://www.youtube.com/watch?v=_wJsktTkF50
About Bastian Solutions:

Bastian Solutions, a Toyota Automated Logistics company, is an independent material handling and robotics system integrator providing automated solutions for distribution, manufacturing, and order fulfillment centers around the world. Our team specializes in consulting, system design, project management, maintenance, and installation, while sourcing the best equipment and automation technology. We take great pride in providing exceptional service and flexibility to our customers.

In addition to exciting work at a growing company, we offer the following benefits: 

• Health, Dental, and Vision Insurance
• 401(k) Retirement Plan with a company match
• Vacation/Holiday Pay
• Tuition Reimbursement
• Volunteer Work
• Professional Associations, Conferences and Subscriptions
• Company Meetings & Events

Bastian Solutions does not work with outside recruiting agencies. No solicitation phone calls please.