Import & Export Supervisor

About the role: 

This role requires a highly autonomous professional capable of taking ownership of end-to-end import and export processes, proactively managing risks, driving continuous improvements and influencing stakeholders to achieve business objectives.

An ideal candidate combines strong commercial judgment, financial and analytical acumen, understanding of commodity markets and risk management, executive influencing skills and the ability to translate complex market dynamics into pragmatic commercial decisions.

Key responsibilities include:

• Develop and Coordinate import & export customs and logistics related activities in a timely manner, securing customers fulfillment.
• Work in partnership with internal (sales, customer service, finance, planning, logistics, engineering/maintenance) and external Stakeholders (freight forwarders, air/sea/road carriers, customs brokers, port/airport terminals, federal and state agencies) to ensure a smooth logistics process in compliance with Latam countries regulations and Barry Callebaut standards.
• Foster synergies within the team and related areas aiming a proactive and healthy working environment.
• Be the guardian of the department procedures and working instructions, keeping them up to date or developing new documents/procedures whenever necessary.
• Monitor performance through KPIs, address issues properly and implement steps to drive changes and improve efficiencies for existing and new processes. Look into cost savings efficiency through the chain.
• Analyze SAP sales orders and customer instructions to release and start export shipments coordination.
• Release export shipments on SAP and send shipping instructions to parties involved.
• Keep export control chart duly updated (daily routine).
• Close follow-up of the processes with all related parties taking necessary measures for a smooth operation.
• Book and handle shipments with ocean carriers, freight forwarders, trucking companies and customs brokers.
• Issuance and conference of export documents: BL/AWB/CRT, invoice, packing list, letter of credit, certificate of origin, etc.
• Interact with customer´s suppliers (freight forwarders, etc.) to obtain better local rates and payment terms.
• Analyze and prepare export quotes according to incoterm in a timely manner.
• Support and coordinate export courier shipments.
• Support areas on additional requests / projects.
• Check and manage payments to service suppliers according to current contracts and internal deadlines.
• Lead and help the team/suppliers on daily spot difficulties.
• Analysis of the purchase orders to match with sales order confirmation and invoices.
• Issuance of Purchase Order on SAP (when necessary).
• Review and prepare and send shipping instructions to suppliers.
• Check import license needs/import requirements for the Country and coordinate shipments according to contracted incoterm / transport modal / delivery date.
• Work close with the Planning team and internal stakeholders to align procedures and deadlines.
• Follow-up shipments through all chain with international suppliers, freight forwarders/carriers and customs broker.
• Keep import control chart and delivery dates on SAP duly updated (daily routine).
• Check and approve documents to be submitted for customs clearance (BL/AWB, invoice, packing list, certificate of origin, etc.).
• Send pre-alerts to brokers on a timely manner.
• Check, request and control advanced payments to customs brokers (funds to pay local forwarders/carriers, sea port terminal, fees).
• Arrange complete door-to-door and accurate import costs estimates.
• Check and manage payments to service suppliers according to current contracts and internal deadlines.
• Check tariffs and taxes/fees values to approve import declaration register to customs brokers.
• Coordinate customs clearance and delivery schedule until door delivery, within bounded storage and container demurrage deadlines.
• For the Gourmet Chocolate business, will work very close to the planning department: analyze SKU replenishment Vs needs. Plan, analyze production deadlines and available stocks, adjust POs and delivery dates on SAP when necessary and optimize sea container loading.
• Keep physical archive of necessary original import documents (invoice, packing list, BL/AWB/CRT, etc…) well organized and in order.
• Act as a guardian of the department procedures: observe if internal/external working flows, instructions, standard operating procedures are being followed and adherent to Latam Countries customs laws, department and Barry Callebaut needs, updating or generating new documents whenever necessary.
• Provide functional leadership and guidance to suppliers.
• Coordinate cross-functional efforts to solve operational challenges.
• Influence stakeholders and drive execution without direct authority.
• Drive continuous improvements in import and export routines, supporting internal and external stakeholders in daily problem-solving and operational excellence.
• Proactively identify logistics, customs and compliance risks, implementing mitigation actions to protect service levels and business continuity.
• Arrange and monitor monthly operational and financial KPIs. Perform root cause analysis to fix deviations.
• Assist on yearly budget construction.
• Analyze yearly volumes (imports/exports), identify possibilities and submit to sea freight bidding team.
• Keep Supply Chain, Pricing, Commercial and Controlling teams informed and updated on operational and financial issues.
• Assemble scope and work in partnership with Indirect Purchasing team to cover long term contracts: customs brokers, express courier, domestic and international road freight.
• Lead the team in meetings with these suppliers to assure compliance with contracts, working instructions, competitive prices and best service including spot processes.
• Drawback management: adjust and close acts on the SAP drawback transaction (ZFDB) ensuring export declarations are matching with Drawback Web (Federal Government system). Keep digital files for each drawback act.
• Analyze and open Drawback act for cocoa beans imports.
• Follow-up and control Drawback commitment Vs Sales Forecast and report accordingly; adjust DB acts whenever necessary.
• Re-access and keep updated on Free Trade Agreements, Drawback and other trade opportunities for new and existing products and trades.
• Will require exceptional communication and synergy with business, customer service, operations, sourcing, planning and solving challenges that may arise during the process to deliver results.

About You:

• Bachelor's or Technical Degree in Administration, International Trade or related areas.
• Proven experience in import and export.
• Advanced English and Spanish.
• Power BI knowledge desirable.
• Experience with international trade documents, logistics operations and customs regulations/standards.
• MS Office pack (word, excel, power point), SAP (differential).
• Excellent communication skills and ability to act as a link between internal-external customers and suppliers.
• Process and action oriented to find solutions and correct deviations.

Location: Paine - Chile