Import Export Associate

Job Description

The Impex Associate is responsible for supporting the day-to-day import and export operations, ensuring timely processing of shipments, accurate documentation, and compliance with company and regulatory requirements. The role involves close coordination with internal departments, brokers, logistics providers, and government agencies to help ensure smooth and efficient supply chain operations.

Key Responsibilities

IMPORT:

1. Monitor all incoming import shipments and ensure timely and accurate updates in the shipment monitoring system for proper visibility and tracking.

2. Ensure on-time delivery of shipments to prevent any disruption or run-out of critical materials, coordinating closely with internal stakeholders.

3. Track vessel arrivals and coordinate regularly with freight forwarders, customs brokers, and shipping lines to validate shipment status.

4. Coordinate with brokers and trucking providers to align delivery schedules and ensure smooth transport from port to warehouse.

5. Liaise with Pilmico and AEV Treasury teams for the timely processing of international trade payments, including settlement of supplier payables and payment of duties and taxes to the Bureau of Customs (BOC).

6. Ensure timely application and approval of import permits for all indent items, particularly raw materials, prior to vessel departure from the country of origin.

7. Prepare and submit required documentation for regulatory applications, including Department of Agriculture (DA-AFMA), Bureau of Internal Revenue (BIR-ATRIG), and Food and Drug Administration (FDA) certificates.

8. Maintain daily coordination with the warehouse team regarding delivery schedules, ensuring alignment and preparedness for incoming shipments.

9. Update the shipment monitoring report on a daily basis, ensuring accuracy and completeness of all shipment data.

10. Review all import shipping documents for completeness and accuracy, including consignee details, to avoid delays in customs clearance.

11. Create and maintain a dedicated file (physical and/or digital) for each shipment, containing all relevant importation documents.

12. Ensure proper labeling, organization, and safekeeping of documents for audit readiness and compliance purposes.

13. Provide both scanned and original shipping documents to brokers to facilitate timely customs processing.

14. Review and endorse for approval the brokers’ estimated computation of duties and taxes prior to payment processing.

15. Validate and endorse supplier payments based on commercial invoices and agreed payment terms, ensuring accuracy and compliance.

16. Coordinate closely with brokers to ensure efficient customs clearance and timely release of shipments.

17. Collaborate with the Procurement team on the pickup arrangements and logistics planning for EXW and FOB shipments.

18. Issue advance arrival notices to key stakeholders—including warehouse, logistics, production, and procurement teams—1–2 weeks prior to vessel arrival, and provide updates for any schedule changes.

19. Maintain and update the Impex Monitoring Report, including tracking of cost savings and operational efficiencies.

20. Proactively identify and escalate potential demurrage or detention risks, ensuring that team leaders are informed in advance for proper action.

21. Collaborate with regional Pilmico teams to ensure seamless coordination and execution of cross-border importation activities.

22. Ensure timely preparation and submission of the annual report to the SGL Committee in compliance with internal requirements.

23. Review broker billing statements, verify supporting documents (e.g., FSD), and ensure timely processing of payments within agreed terms.

TRADING:

1. Prepare, file, and submit all pre-importation requirements in compliance with Bureau of Plant Industry (BPI) regulations for rice importation, ensuring timely approval and adherence to government policies.

2. Maintain accurate and organized documentation of all import-related records, including contracts, proforma invoices, and shipping documents, while ensuring proper tracking and accessibility for audit and operational reference.

3. Process and secure the necessary Sanitary and Phytosanitary Import Clearance (SPS Import Clearance) prior to shipment arrival to ensure regulatory compliance and smooth customs processing.

4. Monitor and coordinate booking arrangements with freight forwarders for FOB shipments, ensuring alignment with agreed shipping schedules and vessel allocations.

5. Review and validate the completeness and accuracy of all shipping documents, including consignee details, to prevent delays in customs clearance and delivery.

6. Track and monitor shipment schedules, including Estimated Time of Departure (ETD) and Estimated Time of Arrival (ETA), and proactively address any deviations or delays.

7. Coordinate closely with customs brokers to facilitate efficient processing, clearance, and release of shipments, ensuring compliance with customs regulations.

8. Prepare and submit a comprehensive monthly report on Demurrage, Detention, and Storage (DDS) charges, including analysis and recommendations to optimize costs and minimize penalties.

EXPORT:

1. Prepare accurate proforma invoices based on approved Purchase Orders received from the Sales team, ensuring alignment with agreed pricing and terms.

2. Compile and submit complete documentary requirements to the Bureau of Animal Industry (BAI) for the application of Environmental Compliance Certificate (ECC) and other necessary clearances.

3. Coordinate with freight forwarders to secure booking confirmations at least two (2) weeks prior to the scheduled loading date, ensuring vessel space availability and schedule reliability.

4. Provide trucking arrangements and loading instructions to the export team, and closely monitor truck arrivals and loading activities on the scheduled loading day to ensure smooth operations.

5. Transmit complete shipping documents, including Commercial Invoice and Packing List, to the customs broker and ensure timely processing and issuance of the Authority to Load (ATL).

6. Maintain and regularly update shipment monitoring files, ensuring accuracy of status tracking and timely processing of payments to brokers to avoid delays in clearance and release.

Any role with SAP access:

• Ensure the accurate and real-time execution of tasks related to the process/es they are responsible for, including the recording of information and report generation in the designated forms and platforms (e.g. SAP)

• Integrate with other parties/ functions whose processes are interfaced with their processes (to enable alignment, efficient flow of the process, and effective implementation of controls)

• For detailed SAP-related tasks, please refer to the attached RACI

• MM Module - Inbound Delivery

  • Creation of Inbound delivery in SAP.

• TM Module - Transportation Management Planning

  • Creation of Freight Booking and Freight Order

  • Creation of Service Order and Freight Settlement Document

• EWM Module - Freight Order to Transportation Unit

  • Set unload plan status

Qualifications

Education:

● Bachelor's Degree holder preferably BS Customs Administration, Supply Chain, or any business-related course

Experience:

● Fresh graduate applicants are welcome to apply. Preferably with at least 1 year of experience in logistics, particularly in importation and exportation processes, including shipment coordination, documentation, and customs-related transactions. .

● Experience using SAP 4HANA

● Experience in the ERP project implementation is a plus

● Preferably with previous master data management experience in a manufacturing environment

● Experience working in a cross-functional, team-oriented, collaborative environment

License/s:

● Licensed Customs Broker

Additional Information

Skills and Competencies:

• Strong knowledge of Philippine customs regulations and trade compliance
• Excellent coordination, negotiation, and stakeholder management skills
• Strong attention to detail and documentation accuracy
• Good analytical and reporting skills
• Ability to build and maintain professional relationships