Export Sales Admin Coordinator

The Export Sales Admin Coordinator is responsible for providing comprehensive administrative and operational assistance to the export sales department. This involves ensuring that all aspects of customer orders, including documentation, shipping logistics, invoicing, and sales record-keeping, are handled precisely and promptly. The position plays a vital role in connecting customers, the sales team, logistics, finance, production, and external shipping partners to guarantee the smooth and effective fulfillment of all export orders.

1. Coordinate and process export customer orders from initial receipt through to final shipment.
2. Prepare and maintain essential sales documents such as sales orders, proforma invoices, commercial invoices, and packing lists.
3. Ensure accurate entry and continuous updates of customer orders within the system throughout their lifecycle.
4. Monitor order statuses and proactively follow up on any pending actions.
5. Maintain precise and current customer and sales records.
6. Act as the primary contact for customers regarding order status, documentation, delivery schedules, and general inquiries.
7. Respond to customer inquiries promptly and professionally.
8. Collaborate with sales representatives to ensure customer requirements are clearly understood and met.
9. Follow up on quotations, purchase orders, approvals, and other outstanding customer needs.
10. Cultivate professional relationships with international customers and business partners.
11. Liaise with logistics, freight forwarders, shipping lines, transporters, and clearing agents to ensure timely shipments.
12. Prepare and submit all necessary export documentation.
13. Track shipments and provide customers and the sales team with regular updates on their status.
14. Verify shipping details, quantities, destinations, and delivery requirements before dispatch.
15. Assist in resolving shipment delays, documentation discrepancies, and other export-related issues.
16. Ensure all export documentation is complete, accurate, and submitted within specified timelines.
17. Maintain organized electronic and physical records of all export transactions.
18. Verify that documentation adheres to company procedures and applicable export regulations.
19. Coordinate with internal departments for any additional certificates, permits, or documentation required.
20. Collaborate with the Finance department to ensure timely and accurate invoicing of export orders.
21. Follow up on customer payments and outstanding balances as needed.
22. Verify pricing, quantities, currency, discounts, freight charges, and other commercial details against approved orders.
23. Assist with the reconciliation of sales and shipment records.
24. Prepare regular reports on export sales and order status.
25. Maintain accurate sales databases and customer records.
26. Track key information including orders, shipments, sales values, pending payments, and delivery status.
27. Provide timely reports and information to management to support decision-making.
28. Identify discrepancies and escalate issues promptly.

1. Hold a Bachelor’s degree in Business Administration, International Business, Supply Chain, Sales, Logistics, or a related field.
2. Possess 2–4 years of experience in export sales, logistics coordination, customer service, or a similar role.
3. Demonstrate experience working with international customers and export documentation.
4. Have experience with CRM systems or sales/order management platforms.
5. Possess a good understanding of export and shipping processes.
6. Exhibit strong administrative and organizational skills.
7. Show excellent attention to detail and accuracy.
8. Be able to work effectively with sales, finance, logistics, production, and external partners.
9. Demonstrate the ability to work independently while also being a strong team player.
10. Communicate professionally and confidently with international customers.
11. Be capable of working under pressure and meeting deadlines.