Import Export Specialist

Since 1890, Pfeiffer Vacuum has been shaping the vacuum industry with groundbreaking innovations. Every day, over 4,000 employees at 10 production sites and more than 20 sales and service companies worldwide give everything for our customers. With our comprehensive portfolio, we offer solutions for all types of vacuum applications. We are not only driven by highest quality standards. It is our vision to be the most sustainable and fastest growing market player in our industry to drive technology for a sustainable future.    
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Job Summary

The Import-Export Specialist is responsible for coordinating and managing all import, export, and domestic logistics activities to ensure timely, compliant, and cost-effective movement of goods. This role works closely with suppliers, freight forwarders, customs brokers, warehouses, and internal stakeholders to support business operations and maintain seamless supply chain performance.

Key Responsibilities

• Import Operations

• • Coordinate and manage end-to-end import shipments, ensuring compliance with customs regulations and company policies.
  • Prepare and maintain all required import documentation, including customs declarations, invoices, packing lists, bills of lading, permits, duties, taxes, and related records.
  • Collaborate with the Purchasing team to confirm shipment bookings, transportation arrangements, and on-time delivery schedules.
  • Liaise with freight forwarders, customs brokers, trucking companies, and warehouse providers to ensure smooth import operations.
  • Review and verify import documents for accuracy and completeness.
  • Submit import documentation to customs brokers for customs clearance procedures.
  • Monitor shipment status and proactively resolve transportation, customs, or delivery issues.
  • Evaluate and manage the performance of customs brokers, logistics providers, and warehouse partners, and implement improvement plans when necessary.
  • Maintain accurate shipment records and update transaction information in SAP and other internal systems.
  • Develop contingency plans to mitigate operational risks and supply chain disruptions.

• Export Operations

• • Coordinate export shipments from booking through final delivery.
  • Create commercial invoices, packing lists, and other export documentation in SAP.
  • Work with nominated freight forwarders to secure bookings and transportation arrangements.
  • Monitor export shipment schedules and booking status to ensure on-time execution.
  • Coordinate customs clearance procedures and ensure compliance with export regulations.
  • Arrange trucking services and loading activities for export shipments.
  • Monitor loading operations and shipment departures.
  • Prepare and distribute draft and final shipping documents to customers and relevant stakeholders.
  • Track export shipments and provide timely status updates to internal and external parties.

• Domestic Logistics & General Logistics Support

• • Arrange domestic transportation and courier services (DHL, FedEx, UPS, SF Express, and other carriers).
  • Create courier shipments and online airway bills through carrier platforms.
  • Coordinate domestic pickup and delivery schedules.
  • Monitor and follow up on both international and domestic shipments to ensure service level requirements are met.
  • Obtain freight quotations and transportation schedules from logistics service providers.
  • Review shipping documents and ensure document accuracy before shipment execution.
  • Prepare payment requests related to freight, customs, warehousing, and logistics expenses for approval.
  • Coordinate with cross-functional teams to gather shipment-related information and support operational requirements.
  • Maintain shipping records and logistics data within SAP and other relevant systems.
  • Perform other duties and projects assigned by the Line Manager or Supervisor.

Qualifications

• • Bachelor's Degree in International Business, Foreign Trade, Supply Chain Management, Logistics, Business Administration, or a related field.
  • Minimum 5 years of experience in Import-Export, Logistics, Supply Chain Operations, or a similar role.
  • Experience in a manufacturing environment is highly preferred.
  • Strong knowledge of import/export operations, customs regulations, and international shipping processes.
  • Good understanding of Incoterms, HS Codes, customs duties, taxes, and customs clearance procedures.
  • Experience working with freight forwarders, customs brokers, carriers, and warehouse service providers.
  • Hands-on experience with ERP systems, preferably SAP.
  • Proficient in Microsoft Office applications, especially Excel, Word, and PowerPoint.
  • Strong problem-solving and analytical skills.
  • Excellent communication and coordination skills.
  • Good project management and time management abilities.
  • Ability to work independently and collaboratively in a fast-paced environment.
  • Good English reading and writing skills

Your benefits

• Schedule: Monday – Friday (08:30 – 16:30) with hybrid option to WFH 4 days/month.
• Employee shuttle service from HCMC.
• 14 days annual leave + 1 fully paid day off for Christmas.
• Premium healthcare insurance package.
• In-depth health check package.
• Modern pantry with free coffee.
• On-site sports & entertainment (badminton, table tennis, pickleball, football, foosball, darts...)
• Birthday gift/ celebrations.
• Free lunch provided in air-conditioned canteen.
• Competitive salary aligned with market standards.
• 100% salary payment during the probation period.

• Social Insurance contributions paid on the full gross salary from probation period time.

• • Monthly KPI bonus, lucky money, 13th-month bonus, and annual performance bonus tied to company performance.
• Childcare allowance.
• Continuous learning with in-house training and an annual budget dedicated to your external skill development.
• A friendly, collaborative international environment with annual team-building trips and Year-End parties.

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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

Requisition ID: 3486