Customer Service Import/Export & Sales Admin

About the role

This is an administrative position in the Fragrance SEA department, reporting to the Country Manager Thailand. The role involves managing customer orders, coordinating logistics and customs clearance for fragrance compound imports, supporting the sales team with quotations, and overseeing inventory management. You will be the primary point of contact for B2B customers in Thailand regarding order status, delivery schedules, and related documentation.

Key responsibilities

• Receive, verify, and process purchase orders (PO) from customers accurately and record data into the SAP Inventory system
• Verify pricing, packaging sizes, and lead times to align with commercial agreements before confirming orders
• Serve as the main coordinator with B2B customers regarding order status, delivery schedules, and related documentation
• Prepare and maintain sales documents such as Quotation, Proforma Invoice (PI), Sales Order (SO), and Delivery Note (DN)
• Coordinate with Production and Dispatch departments to confirm product availability and arrange delivery schedules
• Verify accuracy of order data and quickly resolve errors or discrepancies
• Prepare weekly customer order summaries and daily/weekly inventory reports to support sales operations
• Coordinate the entire shipping process for importing fragrance compounds, liaising with Freight Forwarders, Shipping Lines, and domestic transport companies
• Prepare and maintain import-export documents including Invoice, Packing List, B/L or AWB, COA, SDS, TDS, and customs-related documents in compliance with Thai customs requirements for chemicals and fragrance raw materials
• Monitor international shipping status closely to minimize delays and notify customers and sales teams immediately of any delays

About you

• Bachelor's degree in Business Administration, Supply Chain Management, Logistics, or related field
• 2–5 years of experience in Customer Service, Sales Coordinator, Import/Export Administration, or related roles
• Knowledge and understanding of Thailand's import procedures and customs clearance processes, particularly for chemicals and raw materials
• Experience coordinating with Freight Forwarders and managing shipping documents such as B/L, Commercial Invoice, Packing List, and COA
• Ability to use ERP systems such as SAP, Oracle, or other inventory management systems
• Proficient in Microsoft Office, particularly Microsoft Excel
• Problem-solving skills with ability to track purchase order status and resolve supply chain issues quickly and proactively
• Attention to detail in verifying data, recording entries, prices, and documents
• Good communication and customer service skills with ability to manage customer expectations appropriately
• Fluent Thai and good English skills to communicate with Regional teams and foreign factories
• Responsible and able to coordinate across multiple departments and follow through on tasks to completion

Benefits

• Social security
• 18 days annual leave (after probation period) with ability to carry over maximum 5 days to the following year
• Company outing
• Provident Fund (5%)
• Group insurance for employees and children
• Telephone, travel, and fuel allowances claimable as actual expenses
• Fixed bonus (1 month, awarded annually)
• Performance bonus (July)
• Annual salary adjustment (July)