export and sales coordinator

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:

1. 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.

1. 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

1. 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

1. 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

1. Regulatory compliance

· Stay updated on international export regulations, customs requirements, and trade policies in the markets we operate, ensuring full compliance to mitigate risks

1. 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

1. 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.

Job Type: Full-time