Ocean Import Specialist

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee the complete process of ocean import shipments, ensuring adherence to global trade regulations while actively identifying, managing, and resolving issues through close collaboration with overseas agents, carriers, customs brokers, and internal teams.

• Pre-Arrival Coordination & Arrival Notice Management: Receive pre-alert/shipment documentation from origin offices or overseas agents. Follow up with steamship lines for ISF confirmation, Arrival Notices, and freight invoices. Assess all charges (ocean freight, origin costs, documentation fees, amendments, etc.) and prepare precise Arrival Notice billing. Dispatch Arrival Notice and invoice to the consignee/broker at least 7 days prior to vessel arrival (or immediately for late vessels) to ensure prompt payment and prevent delays.

• Customs Clearance & Last Free Day (LFD) Management: Collaborate with customs broker for clearance status and address any holds (exam, AMS, PGA, etc.). Monitor Last Free Day for both demurrage (storage) and detention (container use) on a daily basis. Proactively send LFD alerts and reminders to the consignee/broker starting 7 days before LFD, continuing with follow-ups at 3 days, 2 days, and daily countdown once within 48 hours. Escalate to management if the consignee is unresponsive or if LFD is in jeopardy.

• Delivery Coordination & Trucking Arrangement: Organize delivery with truckers once cargo is cleared and ready (or on wheels for live unload). Coordinate with consignee/broker on delivery appointments and specific requirements (liftgate, inside delivery, etc.). Address any delivery exceptions (refused cargo, storage orders, redelivery fees) and ensure that additional costs are approved and billed to the consignee.

• Container Return Monitoring & Detention/Per Diem Management: Track the status of empty container returns on a daily basis after delivery. Follow up with consignee/trucker for proof of empty return before the detention clock expires. Calculate and bill any detention/per diem charges incurred due to late return; ensure payment is collected from the consignee (never absorbed by us unless pre-approved). Challenge incorrect carrier detention invoices when necessary.

• File Closure, Cost Reconciliation & Customer Communication: Reconcile final carrier and vendor invoices against quoted/billed amounts. Issue any debit notes for additional charges (detention, demurrage, exam fees, waiting time, etc.) and follow up for payment. Secure proof of delivery, close the file in the system, upload all final documents, and issue the final invoice to the customer. Serve as the single point of contact for the consignee throughout the shipment: provide proactive status updates, address queries, resolve issues, and ensure complete customer satisfaction.

⛳️ Requirements

• 2–4 years of experience in Ocean Import Operations (FCL & LCL required)

• Strong knowledge of US import procedures including ISF, AMS, PGA holds, customs clearance, demurrage, and detention

• Hands-on coordination experience with steamship lines, customs brokers, truckers, and overseas agents

• Ability to track and manage Last Free Day (LFD) for both demurrage and detention

• Experience managing delivery appointments, trucking arrangements, delivery exceptions, and cost approvals

• Proficiency in freight forwarding systems/TMS

• Willingness to work the night shift (US - EST time zone)

• Comfortable with having productivity monitored through tools like Insightful

• Excellent communication skills and a strong customer service orientation

• High attention to detail and capability to manage multiple files in a fast-paced environment

🏝️ Benefits

• HMO & Leave Credits: Stay protected with healthcare benefits and utilize accrued leaves by your third month

• Supportive Remote Environment: Work from home alongside a collaborative team that values growth and mutual success

• Seamless Onboarding & Training: Quickly acclimate with a structured program and client-specific training designed to make you a subject matter expert in your assigned workflows