Import/Export Administration Coordinator

Job title: Import/Export Administration Coordinator

Location: Austria / US

Experience: 7+ years

ACCOUNTABILITIES:

• Create Import and Export shipments in GTM based on documents received and trade data provided by Import/Export Specialist.
• Monitor key shipment status including customs cleared, delivered, proof of delivery (POD) received, and temperature data received.
• Follow up with brokers/couriers as needed and update shipping log to reflect the latest status.
• Use a standardized checklist to ensure all required documents (e.g., CI/PL, permits, licenses, CoA, temperature data, etc.) are collected and uploaded to GTM
• Add new partner data into GTM (e.g., Shipper, Consignee, Broker, Sites)
• Run monthly reports from GTM (e.g., shipments by drug program/study, vendor, lane, country).
• Monitor the team/group Outlook inbox for new shipment requests and other inquiries.
• Log new shipment requests into GTM and/or the shipment request log according to defined procedures.
• Send standardized acknowledgement and status emails to requestors using agreed templates.
• Maintain an incidents log for shipment issues (e.g., broker/courier errors, customs holds, documentation errors, temperature excursions).
• Assist with creating new business process documents and work instructions related to global import/export operations.
• Update and maintain existing business process documents based on input from subject matter experts.

CORE Element:

• Strong attention to detail and ability to execute consistently using checklists and defined procedures.
• Strong Microsoft Excel skills (e.g., managing trackers/logs, filters/sorts; pivot tables preferred).
• Strong written communication skills for customer-facing email updates using templates.
• Ability to prioritize multiple shipment requests and maintain accurate, up-to-date logs in a remote work environment.
• Must be able to handle evolving tasks while maintaining high quality results.
• Must be able to recognize potential conflicts and escalate when necessary.

Interested candidates can share their CV on ishita.sahu@siroclinpharm.com