About the Job
Export Certification & Logistics Coordinator (MPI / E-cert / SAP)
Employment Type: Full-time/Onsite
Location: Ashley Road, Papamoa, BOP, New Zealand
Department: Supply Chain / Logistics (cross-functional with QA)
Role Purpose:
Own the end-to-end export certification and logistics coordination process to ensure compliant, accurate, and on-time shipments. This role manages MPI E-cert and Health Certificate (HC) applications, coordinates freight collections with forwarders/couriers, supports MPI inspections for raw materials (RM) requiring certification, and maintains audit-ready records. 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:
Internal: Warehouse, QA, Production, Supply Chain/Planning, Customer Service/Order Processing, Finance (as needed).
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.