Importing Coordinator

Description

Position Summary

Austin Hose is seeking an organized, detail-oriented Import Coordinator to manage and coordinate imported shipments from initial shipment notification through final receiving and closeout.

This position serves as the primary point of coordination between Purchasing, freight forwarders, vendors, receiving branches, and Accounting. The Import Coordinator is responsible for keeping shipments on track, maintaining accurate documentation, coordinating deliveries, supporting landed-cost calculations, reconciling receiving information, and ensuring each import is properly completed and closed.

Key Responsibilities

• Monitor and track incoming import shipments, estimated arrival dates, commercial invoices, packing lists, and related documentation.
• Maintain accurate shipment, purchase order, container, delivery, and cost information within company systems.
• Coordinate delivery appointments with freight forwarders and receiving locations.
• Communicate shipment schedules, changes, delays, and delivery information to appropriate teams.
• Review receiving discrepancies and coordinate resolution with Purchasing leadership.
• Collect freight, tariff/duty, packing, and other import-related costs.
• Calculate and allocate landed costs using established company processes.
• Update purchase order costs and coordinate release of shipments for receiving.
• Reconcile received quantities and costs against shipment documentation.
• Maintain complete supporting documentation and an accurate audit trail for each shipment.
• Coordinate shipment closeout once receiving, costs, documentation, and required system updates are complete.
• Assist with vendor credits, product returns, and import-related inventory issues.
• Follow up on missing information and proactively keep shipments and outstanding issues moving toward resolution.
• Maintain organized records so open shipments can be easily understood and continued by another trained team member when needed.

Requirements

Qualifications & Skills

• Strong organizational, time-management, and follow-through skills.
• High attention to detail and accuracy.
• Ability to manage multiple shipments, deadlines, and priorities simultaneously.
• Strong written and verbal communication skills.
• Ability to work effectively across Purchasing, Accounting, Operations, vendors, freight forwarders, and branch teams.
• Comfortable working with purchase orders, receiving documentation, invoices, freight costs, and related financial information.
• Ability to perform cost allocations, reconcile totals, identify discrepancies, and maintain supporting documentation.
• Strong computer skills and ability to learn multiple business systems and tracking tools.
• Experience with purchasing, imports, logistics, receiving, inventory, accounting support, or supply chain operations preferred.
• Experience with ERP or purchasing/inventory management systems preferred.