Job Summary
The Import Documentation and Claims Specialist is responsible for managing and validating all import-related documentation and handling claims arising from discrepancies, damages, shortages, delays, or compliance issues. The role ensures that imported goods comply with customs regulations, contractual terms, and company policies while minimizing financial and operational risk.
Key Responsibilities
Import Documentation Management
- Prepare, review, and verify all import documentation, including:
- Commercial invoices
- Packing lists
- Bills of Lading / Air Waybills
- Certificates of Origin
- Insurance certificates
- Import licenses and permits
- Ensure accuracy and completeness of documents in compliance with:
- Customs regulations
- Trade agreements
- Company and customer requirements
- Coordinate with suppliers, freight forwarders, customs brokers, and internal teams to resolve documentation discrepancies.
- Maintain organized and auditable records of all import documents.
- Track shipment documentation timelines to ensure on-time customs clearance.
Customs & Regulatory Compliance
- Ensure imports comply with local and international trade laws and customs regulations.
- Support customs clearance by providing correct documentation and responding to customs queries.
- Assist in tariff classification, valuation, and duty/tax calculations when required.
- Stay updated on changes in import regulations, duties, and trade compliance requirements.
Claims Management
- Identify and investigate claims related to:
- Cargo damage
- Shortages or overages
- Loss in transit
- Delays or service failures
- Prepare and submit claims to:
- Carriers
- Freight forwarders
- Insurance companies
- Suppliers
- Collect supporting evidence such as inspection reports, photos, invoices, and delivery notes.
- Monitor claim progress and follow up until settlement or closure.
- Analyze claim trends and recommend preventive measures to reduce future claims.
Coordination & Communication
- Act as the main point of contact for import documentation and claims-related queries.
- Coordinate with procurement, warehouse, finance, and logistics teams to resolve issues efficiently.
- Communicate clearly with external stakeholders to ensure smooth shipment handling.
Reporting & Record Keeping
- Maintain claims and import documentation databases.
- Prepare periodic reports on:
- Import volumes
- Clearance timelines
- Claims frequency and value
- Cost recovery status
- Support internal and external audits related to import operations.
Required Qualifications
Education
- Bachelor's degree in:
- Logistics
- Supply Chain Management
- International Business
- Commerce
- Or a related field
Experience
- Experience in import operations, documentation, or logistics
- Hands-on experience with claims handling is highly preferred
Skills & Competencies
Technical Skills
- Strong knowledge of:
- Import documentation
- Incoterms
- Customs procedures
- International trade regulations
- Familiarity with ERP systems (e.g., SAP, Oracle) and logistics platforms
- Proficiency in MS Excel and document management tools
Soft Skills
- High attention to detail and accuracy
- Strong analytical and problem-solving skills
- Effective communication and negotiation skills
- Ability to manage multiple shipments and deadlines
- Good organizational and follow-up skills
Key Performance Indicators (KPIs)
- Accuracy of import documentation
- On-time customs clearance rate
- Number and value of claims successfully recovered
- Reduction in recurring documentation errors or claims
- Compliance audit results
Working Conditions
- Office-based role with regular coordination with logistics partners
- Occasional interaction across time zones depending on supplier locations
- May require handling tight deadlines around shipment arrivals
