EXPORT AND SALES COORDINATOR

Job Description

The Export and Sales Coordinator is responsible for managing and coordinating international trade activities, ensuring compliance with import/ export regulations, optimizing logistics, and fostering relationships with suppliers, customers, and trade partners worldwide. This role requires a strong understanding of international supply chain management, trade compliance laws, and effective communication skills to ensure seamless operations in an international business environment.

Key Responsibilities

* Order fulfillment
* Serve as the primary point of contact for receiving and processing order requests from customers and external sales representatives.
* Ensure that the turnaround time from getting the enquiry to sending a response is no longer than 48hrs unless pricing has been requested
* Accurately review order specifications, including product details, quantities, delivery timelines, and any special requirements
* Implement financial procedures for approving transactions
* Generate Proforma Invoice, and execute confirmed orders
* Once an order is confirmed by the client, ensure a signed Proforma invoice or email has been received. A physical file is to be opened with all necessary details filled in on the front page.
* Place orders directly with suppliers.
* Once orders have been placed, a provisional load list and shipping instruction is to be sent to the warehousing/ forwarding agent.
* Once vessel booking has been secured, this is also sent to the forwarding agent.
* Ensure any special instructions and certifications required are noted on the shipping instruction
* Ensure firm loading date is communicated to the forwarding agent minimum 10 working days prior to the loading date.
* Ensure vessel details, stack dates, ETD’s and ETA’s are updated on the system continuously as and when they change. Also keep Procurement manager and clients informed of any changes.
* Shipping documentation
* Manage all shipping documentation ensuring compliance with international trade regulations, customs requirements, and company policies
* Generate invoice and packing list once vessel sails and collate with insurance certificate, BOL or AWB as well as any certificates requested ie: Vet Cert, Certificates of origin, EUR1’s for pre-alert to client.
* Ensure copies of all originals are in the physical file for bill schedule.
* Send the complete pre-alert to the Procurement Manager and Client within 5 days after vessel sailed.
* Arrange for documents to be couriered to clients within 7 -10 days of vessel departing unless additional documentation is being waited on and dependent on transit time to destination.
* Ensure that the Bill schedule has been completed once original documents have been couriered to client and scanned files uploaded in the system
* Logistics Coordination
* Manage the coordination and consolidation of procured goods from multiple suppliers to prepare for export
* Ensure products are properly inspected and documented prior to shipment, in line with internal standards and timelines
* Work collaboratively with third party consolidation partners to manage the flow and handling of goods
* Maintain visibility and readiness of export-bound inventory and coordinate with the export/ logistics teams/ consolidation partners/ freight handlers for timely dispatch
* Track and monitor shipments throughout the process, and resolve any shipping issues, including delays, damages, or discrepancies
* Supplier and Customer Relations
* Serve as the primary point of contact for trade inquiries from customers, suppliers, and transportation partners.
* Build and establish relationships with suppliers, ensuring regular communication on order status and deliveries
* Work closely with suppliers to ensure that all export documents are received in line with requirements and in a timely fashion
* Provide customers with regular updates on order status, expected delivery times, and any potential delays
* Foster effective communication and collaboration with internal teams, so as to ensure alignment and resolve any discrepancies
* Collaborate with the Office manager to monitor outstanding invoices, and proactively contact customers to follow up on overdue payments
* Maintain accurate records of payment follow-ups and ensure timely updates in the system
* Regulatory compliance
* Stay updated on international export regulations, customs requirements, and trade policies in the markets we operate, ensuring full compliance to mitigate risks
* Data management and reporting
* Maintain accurate records of shipments, transactions, and trade activities
* Update the system on a daily basis to ensure that all trade files are current and accurate
* Management Support
* Act as a reliable resource for management by executing various ad-hoc tasks
* Assist in research, data collection, and analysis for strategic decision-making or special projects
* Collaborate with Procurement Manager to align day-to-day activities with strategic goals
* Analyze existing processes and identify opportunities for improvement in alignment with management directives
* Any other tasks as requested by management

Minimum Requirements

Education

* Bachelor's in Logistics, Transportation, or International Commerce
* Strong numeracy

Skills & Experience Required

* Able to converse in English, French and Arabic
* Knowledge of the Export process, INCO Terms. Working knowledge of export documentation
* Experience with exportation of mixed goods containers. Experience with the exportation of fresh produce
* Computer literacy and an advanced knowledge of excel
* Knowledge of export costings. Experience with exchange rates and foreign currencies

Behavioral Characteristics

* Driven and determined
* Excellent attention to detail
* Takes great pride in their work
* Multi-tasker
* Enjoys a pressurized work environment
* Proactive and assertive
* Good interpersonal skills

Salary to be determined with experience, knowledge and job fit. There will be a basic salary plus commission