Shipping Administrator

Shipping Administrator

Indra Air Traffic is seeking a detail-oriented Shipping Administrator to support domestic and international shipping activities for our air traffic technology and aerospace programs. This position will be responsible for preparing, validating, tracking, and maintaining shipment documentation while coordinating with internal compliance teams, freight forwarders, customers, and other stakeholders to ensure shipments are complete, accurate, and approved for dispatch.

The ideal candidate is highly organized and comfortable managing multiple shipments and documentation requirements simultaneously. Strong attention to detail is essential, as this role will help ensure shipping records, export documentation, commercial invoices, classification information, and required customer or government documentation are accurate and audit-ready.

Duties & Responsibilities

• Create and maintain SharePoint folders for each shipment, ensuring all required documentation is organized and readily accessible.
• Draft and validate Packing Notes and supporting shipment documentation for accuracy and completeness.
• Prepare and validate Commercial Invoices , ensuring information is consistent with applicable shipping and export requirements.
• Audit and validate Harmonized System (HS) codes and identify discrepancies or missing information.
• Request, track, and expedite End User Undertakings and other required customer or end-user documentation.
• Draft Shipper's Letters of Instruction (SLI) and ensure information is complete and consistent with shipment requirements.
• Consolidate, organize, and file all shipping documentation into a centralized location to maintain complete audit-ready shipment records .
• Liaise with the Compliance team to obtain required shipment approvals and resolve documentation or compliance issues.
• Obtain, distribute, and maintain Air Way Bills (AWB) and Bills of Lading (BOL) as applicable.
• Coordinate with freight forwarders and customers regarding shipment collections, dispatches, and delivery requirements .
• Request, track, and follow up on Automated Export System (AES) documentation from freight forwarders.
• Validate AES documentation against the applicable Shipper's Letter of Instruction (SLI) and identify discrepancies.
• Notify Compliance and/or applicable authorities of discrepancies identified in AES documentation and assist with resolution.
• Monitor shipment documentation and status to ensure requirements are completed prior to dispatch.
• Maintain accurate records and documentation in accordance with company procedures and applicable regulatory requirements.
• Communicate proactively with internal teams, freight forwarders, customers, and other stakeholders regarding shipment status and documentation requirements.
• Identify documentation or process issues and escalate concerns to appropriate personnel.
• Support continuous improvement of shipping and documentation processes.
• Perform other logistics, shipping, and administrative duties as requested by management.

Qualifications

• High school diploma or equivalent required; associate degree or additional education in Logistics, Supply Chain, International Business, Business Administration, or a related field preferred.
• 2+ years of experience in shipping, logistics, export documentation, freight coordination, or a related administrative function preferred.
• Strong attention to detail and ability to accurately review and validate documentation.
• Experience working with shipping documentation such as Commercial Invoices, Packing Lists/Notes, AWBs, BOLs, SLIs, and AES documentation preferred.
• Familiarity with international shipping and export documentation requirements preferred.
• Strong organizational and time-management skills with the ability to manage multiple shipments and deadlines simultaneously.
• Proficiency with Microsoft Office , particularly Excel and Outlook; experience with SharePoint preferred.
• Strong written and verbal communication skills.
• Ability to work effectively with internal teams, customers, freight forwarders, and external partners.
• Ability to maintain accurate, organized, and audit-ready records.
• Ability to work independently while recognizing when issues require escalation.

Preferred Experience

• Experience supporting international shipments or export-controlled products.
• Familiarity with AES/EEI filing requirements and export documentation.
• Experience reviewing or validating HS codes .
• Experience working with freight forwarders and customs brokers .
• Familiarity with End User Undertakings or similar end-user documentation.
• Experience working in an aerospace, defense, electronics, or highly regulated manufacturing environment .
• Knowledge of U.S. export compliance requirements, including EAR and/or ITAR , is a plus.

Key Competencies

• Attention to Detail
• Organization & Documentation
• Shipping & Logistics Coordination
• Export Documentation
• Compliance Awareness
• Problem Solving
• Follow-Through
• Communication
• Time Management
• Accuracy & Accountability

Work Environment

This position operates in a professional office and manufacturing environment and requires regular interaction with logistics, operations, compliance, program management, customers, and external shipping partners. The role requires the ability to manage multiple priorities and maintain a high level of accuracy while working within shipment and dispatch deadlines.