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Export Documentation Officer
Export documentation officers ensure companies file and maintain accurate records for all exports. They verify export documents for compliance with local and international regulations, liaise with clients and perform logistical tasks. Although having a high school diploma can land you this position in a small company, large companies often prefer individuals with a bachelor’s degree.
Recommended majors include logistics, international business or business management. Some employers also look industry experience. Having strong computer, communication and organizational skills is crucial to securing employment and fulfilling export documentation executive job responsibilities.
Verifying Documents: The role of export documentation officers is to vet all export documents and ensure adherence to relevant regulations, as explained by AgCareers.com. For example, officers working in a cargo shipping company may approve or reject a client’s request for cargo services depending on the authenticity of his documents. If the client is exporting a car out of the U.S., for instance, the officers usually check whether his documents are certified by the U.S. Customs and Border Protection.
Liaising with Clients: To maintain adherence to a company’s policy in enhancing client relations, export documentation officers maintain contact with customers to inform them on the status of their shipments. Documentation officer duties and responsibilities include maintaining an open office communication line for answering clients’ questions and providing helpful information to other callers. For instance, if an individual calls in to inquire on the guidelines for exporting food products from the U.S., an export officer may explain the U.S. Food and Drug Administration’s regulatory information, as noted by BestAccreditedColleges.
Producing Reports: An export documentation officer uses her proficiency in computer programs such as Microsoft Word and Excel to fulfill duties in the import/export documentation job description. A good deal of time is spent preparing and compiling various reports. For example, the officer might report on a week’s activities, such as the nature and number of approved and rejected export forms.
They also track the quantity of dispatched shipments, export statuses and contract agreements with clients. The company can use this report to measure business performance and develop new strategies for increasing operational efficiency. Reports containing export status of shipment are often forwarded to clients.
Promoting Ethics: Because the international trade industry may be susceptible to fraud or corruption, export documentation officers have a duty to exhibit professional conduct in performing day-to-day tasks. For example, if a client wants to bribe you to approve his unauthentic export documents, you must decline the offer and report the issues to the relevant authorities. To promote professional ethics, export documentation officers can enroll in certification courses that improve knowledge in monitoring and improving compliance with the profession’s code of ethics.
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