Export Compliance Specialist

Export Compliance Specialist

The Export Compliance Specialist is responsible for ensuring that all international shipments of clinical support materials, including printed study materials and non-medical ancillary equipment (e.g., laboratory and medical equipment), are compliant with global trade regulations.

This role focuses on small-parcel and time-sensitive global logistics, supporting clinical trials by enabling compliant, on-time delivery of materials to investigator sites, depots, and partners worldwide. This position plays a critical role in export documentation accuracy, regulatory adherence, and cross-functional coordination with internal teams, clients, and logistics providers.

Job Functions and Responsibilities

Export Compliance & Documentation

• Prepare, review, and process export documentation (commercial invoices, packing lists, shipping labels, EEI filings where applicable)
• Ensure compliance with US export regulations (EAR, OFAC, Census) and destination country import requirements
• Classify products using HTS/Schedule B codes and maintain proper documentation records
• Apply and interpret INCOTERMS 2020 to ensure correct shipment responsibilities and risk transfer
• Verify restricted party screening and embargo compliance for all shipments

Global Logistics Execution

• Coordinate small parcel international shipments through courier networks and specialized clinical logistics providers
• Manage shipments containing:
• • Printed clinical trial materials
  • Ancillary equipment (e.g., lab support devices, refrigeration units, diagnostic equipment)
• Ensure door-to-door shipment visibility, tracking milestones, and resolving delays proactively
• Support formal and informal customs clearance processes, including pre-alerts and entry preparation

Operational Support & Systems

• Process and release orders within ERP/Logistics systems
• Maintain shipment queues, resolve holds, and correct discrepancies in open shipment reports
• Utilize internal platforms and tools (ERP, shipment management systems, courier software)
• Support data integrity for Importer of Record (IOR) documentation and country-specific requirements

Cross-Functional Communication

• Partner with Project Managers, Clinical Supply Teams, and Distribution Associates to ensure shipment readiness and compliance
• Communicate with freight forwarders, small parcel carriers, and customs brokers to resolve shipment issues
• Guide internal teams and clients on export requirements and best practices

Continuous Improvements & Compliance

• Identify process improvement opportunities in export workflow and documentation accuracy
• Support audits, internal reviews, and quality initiatives related to global logistics and trade compliance
• Maintain working knowledge of evolving international trade regulations affecting clinical supply chains

Requirements

Education & Experience

• Associate's degree or equivalent experience required; Bachelor's degree preferred
• 2-4 years of experience in:
• • International logistics
  • Export compliance
  • Small parcel shipping operations (preferred)

Technical Skills

• Familiarity with:
• • Export regulations (EAR, OFAC, Census requirements)
  • HTS/Schedule B classification
  • INCOTERMS 2020
  • Experience with ERP Systems and logistics/shipping platforms
  • Proficiency in Microsoft Office (Excel, Outlook, Word)

Core Competencies

• Strong attention to detail and accuracy in documentation
• Ability to manage multiple high-priority, time-sensitive shipments
• Excellent problem-solving and critical-thinking skills
• Effective communication skills across internal and external stakeholders
• Ability to work independently in a fast-paced, deadline-driven environment
• Customer-focused mindset with strong follow-up discipline

Work Environment:

• Fast-paced logistics and operations environment supports global clinical trial timelines
• Regular coordination across multiple time zones
• Moderate noise level consistent with office or warehouse support setting
• Occasional lifting (up to 50lbs) and interaction with packaged shipment materials
• Able to move a 500 lbs. pallet of goods with a pallet jack

Key Success Factors:

• Zero compliance violations or documentation errors impacting customs clearance
• On-time delivery performance for international shipments
• Strong collaboration with project and logistics teams
• Continuous improvement mindset in export processes and shipments
• Responsibility to adhere to the Imperial Quality Policy Statement