Import Export Associate

Responsibilities

• IMPORT:
• Monitor all incoming import shipments and ensure timely and accurate updates in the shipment monitoring system for proper visibility and tracking.
• Ensure on-time delivery of shipments to prevent any disruption or run-out of critical materials, coordinating closely with internal stakeholders.
• Track vessel arrivals and coordinate regularly with freight forwarders, customs brokers, and shipping lines to validate shipment status.
• Coordinate with brokers and trucking providers to align delivery schedules and ensure smooth transport from port to warehouse.
• 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).
• Ensure timely application and approval of import permits for all indent items, particularly raw materials, prior to vessel departure from the country of origin.
• 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.
• Maintain daily coordination with the warehouse team regarding delivery schedules, ensuring alignment and preparedness for incoming shipments.
• Update the shipment monitoring report on a daily basis, ensuring accuracy and completeness of all shipment data.
• Review all import shipping documents for completeness and accuracy, including consignee details, to avoid delays in customs clearance.
• Create and maintain a dedicated file (physical and/or digital) for each shipment, containing all relevant importation documents.
• Ensure proper labeling, organization, and safekeeping of documents for audit readiness and compliance purposes.
• Provide both scanned and original shipping documents to brokers to facilitate timely customs processing.
• Review and endorse for approval the brokers' estimated computation of duties and taxes prior to payment processing.
• Validate and endorse supplier payments based on commercial invoices and agreed payment terms, ensuring accuracy and compliance.
• Coordinate closely with brokers to ensure efficient customs clearance and timely release of shipments.
• Collaborate with the Procurement team on the pickup arrangements and logistics planning for EXW and FOB shipments.
• 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.
• Maintain and update the Impex Monitoring Report, including tracking of cost savings and operational efficiencies.
• Proactively identify and escalate potential demurrage or detention risks, ensuring that team leaders are informed in advance for proper action.
• Collaborate with regional Pilmico teams to ensure seamless coordination and execution of cross-border importation activities.
• Ensure timely preparation and submission of the annual report to the SGL Committee in compliance with internal requirements.
• Review broker billing statements, verify supporting documents (e.g., FSD), and ensure timely processing of payments within agreed terms.
• TRADING:
• 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.
• 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.
• 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.
• Monitor and coordinate booking arrangements with freight forwarders for FOB shipments, ensuring alignment with agreed shipping schedules and vessel allocations.
• Review and validate the completeness and accuracy of all shipping documents, including consignee details, to prevent delays in customs clearance and delivery.
• Track and monitor shipment schedules, including Estimated Time of Departure (ETD) and Estimated Time of Arrival (ETA), and proactively address any deviations or delays.
• Coordinate closely with customs brokers to facilitate efficient processing, clearance, and release of shipments, ensuring compliance with customs regulations.
• Prepare and submit a comprehensive monthly report on Demurrage, Detention, and Storage (

Additional Information

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.

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