Position Summary:

Cypher Roastery LLC is a specialty coffee roastery and trading company sourcing, roasting, and exporting specialty coffee products to international markets. We are looking for a proactive and detail-oriented Export & Import Operations Officer to support the daily operations of our export and import department.

The successful candidate will coordinate international shipments, prepare trade documentation, ensure compliance with import and export regulations, and work closely with suppliers, freight forwarders, customs brokers, and internal departments to ensure the smooth movement of goods.

Key Responsibilities

Export Operations

• Coordinate export shipments from order confirmation through final delivery.
• Liaise with customers, suppliers, freight forwarders, shipping lines, and logistics partners to ensure timely shipment execution.
• Prepare, review, and verify export documentation, including:
• Commercial Invoice
• Packing List
• Bill of Lading / Air Waybill
• Certificate of Origin
• Phytosanitary Certificate
• Health Certificate
• Certificate of Conformity
• Fumigation Certificate (when required)
• Insurance Certificates (when applicable)
• Any additional documents required by customers or destination countries.
• Ensure all export documentation complies with destination country import regulations and customer requirements.
• Coordinate shipment bookings with freight forwarders and shipping agents.
• Monitor shipment progress and provide regular updates to customers and internal stakeholders.
• Coordinate product registration with Dubai Municipality and other relevant authorities when required.
• Arrange product laboratory testing and maintain related records.
• Coordinate pre-shipment samples and courier shipments.
• Work with suppliers on packaging specifications, bag markings, labels, and shipping instructions.
• Maintain organized records of all export documentation and shipment files.
• Resolve shipping, documentation, and logistics issues to minimize delays.
• Support the Sales, Procurement, Production, and Finance teams with export-related requirements.
• Ensure compliance with company policies and international trade regulations.

Import Operations Support

• Assist in coordinating the import of green coffee beans, packaging materials, and other operational supplies.
• Monitor inbound shipment schedules and provide arrival updates.
• Coordinate with suppliers, freight forwarders, customs clearance agents, and shipping lines.
• Review and verify import documentation, including:
• Commercial Invoice
• Packing List
• Bill of Lading / Air Waybill
• Certificate of Origin
• Phytosanitary Certificate (when applicable)
• Other documents required by UAE Customs and regulatory authorities.
• Follow up with suppliers to obtain original shipping documents in a timely manner.
• Prepare bag markings and shipping instructions for inbound coffee shipments.
• Submit shipping documents to customs clearance agents for pre-clearance.
• Coordinate with the Finance Department regarding import-related payments when necessary.
• Track shipment status and communicate updates to relevant departments.
• Follow up on customs clearance and resolve documentation issues promptly.
• Coordinate delivery of cleared shipments to the warehouse.
• Maintain accurate records of all import shipments and related documentation.
• Provide general operational support to the import and logistics team as required.

Qualifications & Experience

• Minimum of 2–3 years of experience in export/import operations, logistics, or international trade.
• Experience in the food, beverage, FMCG, or coffee industry is an advantage.
• Familiarity with UAE customs procedures and international shipping documentation.

Skills & Competencies

• Strong knowledge of international shipping, export/import documentation, and customs procedures.
• Good understanding of Incoterms and international trade regulations.
• Excellent organizational and time management skills.
• Strong communication and coordination abilities.
• High attention to detail and accuracy.
• Ability to manage multiple shipments and deadlines simultaneously.
• Proficient in Microsoft Office, particularly Excel and Outlook.
• Experience with ERP or logistics management systems is an advantage.
• Strong problem-solving skills and the ability to work independently in a fast-paced environment.