Export Certification & Logistics Coordinator

About the Job

Department:Supply Chain / Logistics (cross-functional with QA)

Role Purpose:

You will work closely with Warehouse, QA, Production, Customer Service/Order Processing, and external partners to protect export readiness and delivery performance.

Key Responsibilities:

Export Certification & Regulatory Documentation:

• Prepare, submit, and track MPI E-cert applications for export consignments in line with destination market requirements.
• Prepare and coordinate Health Certificate (HC) applications, ensuring accurate product, batch/lot, manufacturing, and consignment details.
• Validate documentation completeness and correctness prior to shipment (labels, batch records, supporting evidence, approvals).
• Maintain an up-to-date library of export requirements by market (templates, statements, supporting documents, special conditions).

MPI Liaison & Inspection Coordination (RM & Export):

• Coordinate MPI inspections for incoming RM requiring E-cert-related compliance, including scheduling, documentation prep, and on-site coordination.
• Act as the primary operational point of contact for MPI, ensuring timely responses to queries, clarifications, and corrective documentation.
• Communicate inspection outcomes and compliance requirements clearly to Warehouse and QA, escalating issues when needed.

Freight, Forwarder & Courier Coordination:

• Arrange bookings and collections with freight forwarders/couriers and confirm service level, ETAs, documentation cut-offs, and special handling instructions.
• Track shipment milestones and proactively follow up on delays, missing documents, or exceptions.
• Ensure export packs and documents are released accurately and on time to internal stakeholders and logistics partners.

SAP / Systems & Data Integrity:

• Create and maintain accurate export and shipment records in SAP (e.g., delivery/shipment references, batch/lot details, document attachments where applicable).
• Ensure data consistency between SAP, certification platforms, and export documentation (product codes, quantities, batch/lot, dates).
• Support process discipline for traceability and document control across systems.

Audit Readiness & Document Control:

• Safeguard all records (applications, approvals, certificates, logs, emails, booking confirmations, inspection reports) in a structured, searchable repository.
• Prepare audit packs and lead document retrieval during internal/external audits and MPI reviews/inspections.
• Identify recurring gaps and drive continuous improvement in compliance accuracy, cycle time, and shipment performance.

Key Stakeholders:

External:MPI, freight forwarders, couriers, third-party logistics providers, customers/importers (as needed).

Qualifications & Experience (Job Requirements):

• 3+ years experience in export certification, export logistics, regulatory compliance, supply chain, or QA documentation (FMCG/food/pet food/manufacturing preferred).
• Demonstrated working knowledge of MPI export processes, including E-cert and Health Certificate workflows in a New Zealand export context.
• Experience coordinating MPI inspections and/or managing compliance documentation for regulated goods (RM and/or finished goods).
• Hands-on experience using SAP (ECC/S/4HANA) for shipment, batch/lot traceability, and documentation/data management (export/logistics use cases).
• Proven capability coordinating with freight forwarders/couriers and managing bookings/collections against tight cut-off times.
• Working understanding of quality systems, batch traceability, and audit/document control practices.

Skills & Competencies:

• High attention to detail; strong document accuracy and data integrity mindset.
• Confident communicator with regulators and cross-functional teams; clear escalation and follow-through.
• Strong planning and prioritisation across multiple shipments and deadlines.
• Practical problem-solving under time pressure; ability to manage ambiguity and exceptions calmly.
• Proficient in MS Office/365 (Excel/SharePoint/Teams) and digital document management.

Nice to Have:

• Experience in export to multiple destination markets with varying certificate requirements.
• Familiarity with internal audit preparation, CAPA support, or compliance investigations.
• Exposure to WMS or other ERP-integrated logistics systems in a manufacturing environment.