Air Export

Air Export Coordinator

Employment Type: Full-Time | Onsite
Department: International Freight Forwarding
Industry: Logistics, Transportation and Supply Chain

Position Summary

We are seeking an experienced and detail-oriented Air Export Coordinator to manage international airfreight shipments from initial booking through final delivery. This position is responsible for coordinating shipments with customers, airlines, carriers, warehouses, customs brokers, overseas agents, and internal departments.

The Air Export Coordinator will prepare export documentation, arrange cargo pickups, secure airline bookings, track shipments, communicate status updates, resolve delays, and ensure compliance with U.S. export regulations and destination-country requirements.

The ideal candidate has experience in international freight forwarding, air export operations, logistics, shipping documentation, airline coordination, or global transportation.

Essential Duties and Responsibilities

Air Export Operations

• Manage international air export shipments from booking through final delivery.

• Receive and review customer shipping instructions, purchase orders, commercial documents, and routing requirements.

• Confirm shipment details, including origin, destination, dimensions, weight, commodity, service level, and requested delivery date.

• Obtain airfreight rates and available routing options from airlines, consolidators, and transportation providers.

• Book cargo with airlines and select appropriate routing based on cost, transit time, capacity, and customer requirements.

• Coordinate cargo pickups with customers, truckers, warehouses, and other service providers.

• Arrange airport transfers, cargo recovery, storage, screening, and special handling when required.

• Confirm cargo acceptance deadlines, flight schedules, and documentation cutoff times.

• Monitor shipments from pickup through airport departure, international transit, customs clearance, and final delivery.

• Track flight departures, connections, arrivals, delays, cancellations, and schedule changes.

• Provide customers and overseas agents with timely shipment updates.

• Resolve problems involving missed flights, delayed cargo, incorrect documentation, capacity limitations, damaged freight, or shipment discrepancies.

• Maintain complete and accurate shipment files.

Export Documentation

• Prepare and review air export documentation, including:

  • Master Air Waybills

  • House Air Waybills

  • Commercial invoices

  • Packing lists

  • Shipper’s Letters of Instruction

  • Certificates of Origin

  • Cargo manifests

  • Export declarations

  • Delivery orders

  • Dangerous-goods documentation

  • Other destination-specific documents

• Verify shipper, consignee, commodity, value, weight, dimensions, routing, and billing information.

• Ensure documentation is accurate and completed before airline and customs deadlines.

• Submit Electronic Export Information through the Automated Export System when required.

• Verify Schedule B numbers, Export Control Classification Numbers, license requirements, and destination restrictions.

• Distribute pre-alerts and shipping documents to overseas offices, agents, customers, and consignees.

• Maintain documentation according to company, customer, carrier, and regulatory record-retention requirements.

Regulatory Compliance

• Ensure shipments comply with U.S. Customs and Border Protection, Transportation Security Administration, Department of Commerce, Census Bureau, airline, and international export requirements.

• Screen parties and shipments for denied-party, restricted-country, embargo, and export-control concerns.

• Verify whether export licenses, permits, certificates, or special approvals are required.

• Follow Known Shipper and cargo-security requirements.

• Confirm that regulated or restricted commodities are properly documented, packaged, labeled, and accepted by the carrier.

• Coordinate dangerous-goods shipments according to applicable IATA regulations when qualified.

• Escalate compliance concerns before cargo is transported or tendered to an airline.

• Maintain confidentiality and protect customer and shipment information.

Customer Service and Communication

• Serve as the primary point of contact for assigned air export customers.

• Respond promptly to booking requests, rate inquiries, shipment questions, and documentation needs.

• Provide customers with routing options, estimated transit times, documentation requirements, and shipment status updates.

• Communicate delays, exceptions, additional charges, and operational concerns immediately.

• Coordinate with overseas agents to confirm arrival, customs clearance, and final delivery.

• Maintain professional relationships with customers, airlines, truckers, warehouses, customs brokers, and international partners.

• Research customer concerns and provide timely solutions.

• Ensure customer service expectations and shipment deadlines are consistently met.

Rating, Billing and File Management

• Enter shipment information accurately into the freight-forwarding or transportation-management system.

• Review airline rates, trucking charges, screening fees, warehouse fees, fuel surcharges, and other transportation costs.

• Prepare customer billing and verify that all charges are accurate.

• Review vendor invoices and identify billing discrepancies.

• Obtain approval for additional charges before invoicing when required.

• Monitor shipment profitability and ensure applicable costs and revenues are recorded.

• Close shipment files after verifying documentation, billing, and delivery completion.

• Maintain organized electronic and physical shipment records.

• Assist with customer quotations and rate requests when needed.

Operational Coordination

• Work closely with Sales, Customer Service, Accounting, Warehouse, Import, Export, and Compliance departments.

• Coordinate shipments involving multiple service providers and international destinations.

• Prioritize urgent, time-sensitive, high-value, oversized, temperature-controlled, or special-handling shipments.

• Monitor open shipments and follow up on outstanding documents, approvals, departures, and deliveries.

• Participate in daily operational meetings and communicate shipment priorities.

• Support other air export team members during high-volume periods or employee absences.

• Perform additional logistics and freight-forwarding duties as assigned.

Required Qualifications

• High school diploma or GED required.

• Previous experience in air export, international freight forwarding, logistics, transportation, or shipping is strongly preferred.

• Knowledge of international airfreight processes and export documentation.

• Experience preparing or reviewing air waybills, commercial invoices, packing lists, and shipping instructions.

• Understanding of airline bookings, cargo cutoffs, routing, flight schedules, and shipment tracking.

• Strong data-entry and computer skills.

• Ability to learn and use freight-forwarding, transportation-management, and airline-booking systems.

• Proficiency with Microsoft Outlook, Word, and Excel.

• Strong written and verbal communication skills.

• Excellent attention to detail and documentation accuracy.

• Ability to manage multiple shipments, customers, and deadlines simultaneously.

• Strong organizational, follow-up, and problem-solving abilities.

• Ability to work independently and collaborate with domestic and international teams.

• Availability to work overtime or adjusted hours when required by shipment schedules.

Preferred Qualifications

• Two or more years of air export or international freight-forwarding experience.

• Experience using CargoWise, Magaya, Descartes, SAP, or another freight-management system.

• Experience filing Electronic Export Information through AES.

• Knowledge of Schedule B classification and Export Control Classification Numbers.

• Familiarity with TSA, CBP, IATA, and U.S. export-compliance regulations.

• Dangerous Goods certification or experience coordinating regulated cargo.

• Experience handling consolidated and direct airfreight shipments.

• Knowledge of Incoterms and international shipping responsibilities.

• Experience with letters of credit, export licenses, certificates of origin, and legalized documents.

• Associate degree in Logistics, Supply Chain, International Business, or a related field.

• Bilingual communication skills are a plus.

Skills and Competencies

• International air export operations

• Airline booking and routing

• Air waybill preparation

• Export documentation

• AES filing

• Shipment tracking and tracing

• Freight rating and billing

• Customs and export compliance

• Incoterms

• Dangerous-goods coordination

• Customer service

• Overseas-agent communication

• Problem-solving and exception management

• Time management and prioritization

• Data accuracy and recordkeeping

Physical Requirements

• Ability to sit and work at a computer for extended periods.

• Ability to communicate by telephone, email, and virtual platforms throughout the workday.

• Ability to review detailed shipping documents and enter information accurately.

• Ability to occasionally stand, walk, bend, reach, and lift files or office materials.

• Ability to work in a fast-paced environment with changing shipment priorities and strict deadlines.

Please email me directly at emontes@chasestaffing.com or call me 847-663-5322