Transport and Customs Group Coordinator Europe

The Transport and Customs Coordinator is responsible for implementing, organising and monitoring all international transport and customs formalities for the group of companies, with entities in Belgium, China, India, Mexico and the United States. This includes transport by sea, air, road (train and lorry) and courier services.

The job holder is part of the management team and reports directly to the board or senior logistics/supply chain management. He/she fulfils a managerial and strategic coordinating role in the international logistics chain and contributes to the development of the organisation's logistics strategy.

The person in this position is responsible for negotiating and concluding transport contracts, establishing shipping conditions (Incoterms), and developing the necessary procedures and documents used by other employees involved.

1. Strategic role within the organisation

• Actively contribute to determining the logistics strategy as a member of the management team.
• Contribute ideas on optimising transport costs, efficiency and compliance at group level.
• Advise management on customs and transport-related risks, opportunities and savings.

2. Responsibility for transport and customs processes

• Responsible for arranging all transport and customs formalities for imports and exports worldwide.
• Leading and managing cooperation between the internal departments involved and ensuring correct implementation.
• Final responsibility for the timely and correct execution of all transport operations across the various modes: sea freight, air freight, road transport and courier services.
• Organising transport flows between Belgium, China, India, Mexico and the United States, as well as with external suppliers and customers worldwide.

3. Contract management and shipping conditions

• Independently negotiating, drawing up and concluding annual transport contracts with logistics service providers (forwarders, carriers, courier services).
• Determining the appropriate shipping conditions (Incoterms: FCA, FOB, DAP, CIF, etc.) for each shipment or agreement, depending on the commercial and logistical context.
• Ensuring compliance with contractual agreements by internal departments and external partners.

4. Collaboration with key internal roles

• The Transport and Customs Coordinator works closely with the following employees, who work under his/her coordination: the shipping employee, the supply chain employee and the customs declarant.
• The coordinator provides guidance, determines instructions and procedures, and supervises correct implementation within these areas.

5. Follow-up of customs formalities and permits

• Ensuring the correct preparation and execution of all customs formalities (import/export documents, certificates of origin, EX-A, etc.).
• Manage quarterly declarations and contacts with customs representatives and government agencies.
• Ensure the timely application, follow-up and availability of all transport and customs-related permits (such as import/export permits, CITES, dual-use, EUDR, FSC, etc.).

6. Development of procedures and basic documents

• Drawing up standard procedures and work instructions for the transport and customs process, intended for use by other internal employees.
• Drawing up templates, basic documents and checklists that provide guidance for the uniform, correct execution of tasks.
• Ensuring the correct application of these procedures and continuous improvement where necessary.

Expected results

• All transport operations are carried out efficiently, on time and in a cost-conscious manner, in accordance with internal agreements and legislation.
• Monthly reporting on the evolution of transport costs and initiatives.
• Customs formalities and declarations are complete, correct and in accordance with legislation.
• Employees in shipping, supply chain and customs follow clear procedures drawn up by the coordinator.
• Internal cooperation and communication between departments is structured and without misunderstandings.
• Documentation and instructions are up to date, clear and readily available to all concerned.
• Strategic input from transport & customs is incorporated into the organisation's policy via the management team.
• Contract management leading to cost saving initiatives.