At a glance
- Closing date
- The listing does not give one. Employers often close early when they have enough applicants, so apply soon.
- Where
- Nairobi, Kenya
- How to apply
- On myjobmag.co.ke, where the employer takes applications.
- This employer
- Tropical Heat has 6 open roles on RezSync.
Job Purpose
The Export Sales Admin Coordinator provides administrative and operational support to the export sales team, ensuring that customer orders, export documentation, shipping arrangements, invoicing, and sales records are processed accurately and on time.
The role acts as a key link between customers, the sales team, logistics, finance, production, and external shipping partners to ensure smooth and efficient execution of export orders.
Key Responsibilities
Export Sales Administration
Coordinate and process export customer orders from receipt through to shipment.
Prepare and maintain sales orders, proforma invoices, commercial invoices, packing lists, and other relevant documentation.
Ensure customer orders are accurately captured in the system and updated throughout the order cycle.
Monitor order status and proactively follow up on pending actions.
Maintain accurate and up-to-date customer and sales records.
Customer & Sales Support
Serve as a point of contact for customers regarding order status, documentation, delivery schedules, and routine queries.
Respond to customer enquiries promptly and professionally.
Coordinate with sales representatives to ensure customer requirements are clearly communicated and fulfilled.
Follow up on quotations, purchase orders, approvals, and other outstanding customer requirements.
Maintain professional relationships with international customers and business partners.
Export & Shipping Coordination
Coordinate with logistics, freight forwarders, shipping lines, transporters, and clearing agents to facilitate timely shipments.
Prepare and submit required export documentation.
Track shipments and provide customers and the sales team with updates on shipment status.
Verify shipping details, quantities, destinations, and delivery requirements before dispatch.
Assist in resolving shipment delays, documentation discrepancies, and other export-related issues.
Documentation & Compliance
Ensure export documentation is complete, accurate, and submitted within required timelines.
Maintain organized electronic and physical records of export transactions.
Ensure documentation complies with company procedures and applicable export requirements.
Coordinate with relevant internal departments where additional certificates, permits, or documentation are required.
Invoicing & Financial Administration
Coordinate with Finance to ensure timely and accurate invoicing of export orders.
Follow up on customer payments and outstanding balances where required.
Verify pricing, quantities, currency, discounts, freight charges, and other commercial details against approved orders.
Assist with reconciliation of sales and shipment records.
Reporting & Data Management
Prepare regular export sales and order status reports.
Maintain accurate sales databases and customer records.
Track key information including orders, shipments, sales values, pending payments, and delivery status.
Provide timely reports and information to management to support decision-making.
Identify discrepancies and escalate issues promptly.
Qualifications & Experience
Bachelor's degree in Business Administration, International Business, Supply Chain, Sales, Logistics, or a related field.
2–4 years of experience in export sales, logistics coordination, customer service, or a related role.
Experience working with international customers and export documentation is highly desirable.
Experience with CRM systems or sales/order management platforms.
Good understanding of export and shipping processes is an advantage.
Strong administrative and organizational skills.
Excellent attention to detail and accuracy.
Ability to work effectively with sales, finance, logistics, production, and external partners.
Ability to work independently while maintaining strong teamwork.
Professional and confident communication with international customers.
Ability to work under pressure and meet deadlines.
Requirements
Do you have a Bachelor's degree in Business Administration, International Business, Supply Chain, Sales, Logistics, or a related field?
Do you have at least 2–4 years of experience in export sales, logistics coordination, customer service, or a related role?
Do have experience working with international customers and export documentation?
Minimum qualifications
BA/BSc/HND
How to apply
Interested and qualified? Go to Tropical Heat on snapstartalent.com to apply
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