Export Coordinator

We are seeking a detail-oriented and proactive Export Coordinator to support our international business operations. The successful candidate will play a key role in managing export processes, ensuring regulatory compliance, and coordinating with both internal and external stakeholders to deliver products efficiently to global markets.

Key Responsibilities

1. Sales Administration / Billing Support

• Support sales recording, billing preparation, and related transactions in the company system.
• Coordinate with Export, Finance, Logistics, Warehouse, and related teams to ensure sales and billing information is accurate and complete.
• Check and consolidate supporting data such as sales records, shipment details, SKU information, platform or market data, and billing references.
• Support monthly sales closing, billing follow-up, and document filing for China and other Export markets.
• Maintain organized records of sales, billing, and related documents for internal reference and audit support.

2. Payment Documentation & Status Tracking

• Prepare and coordinate payment-related documents such as PR, GR, invoices, quotations, approval documents, and other supporting files.
• Track payment submission, approval timeline, and payment status within the payment cycle.
• Maintain payment tracker to ensure all pending, submitted, approved, and completed payments are properly updated.
• Support review of payment transactions and reconcile platform usage, service fees, or operational expenses against actual payment records.
• Follow up with Finance, China team, vendors, agencies, or related parties for missing documents, pending approvals, or payment status updates.

3. Forecast & Supply Coordination

• Coordinate forecast updates with China supply team and other Export market teams.
• Support quarterly forecast submission to the Production team.
• Follow up with related parties to ensure forecast data is submitted on time and in the required format.
• Consolidate basic forecast information and highlight missing or pending data to the responsible business owner or manager.

4. Export / International Business Operational Coordination

• Support day-to-day administrative and operational coordination for China and other Export markets.
• Follow up on operational timelines, document submissions, internal approvals, sales record status, payment cycle, and other assigned workstreams.
• Coordinate with internal functions such as Finance, Logistics, Warehouse, Production, Export, Commercial, and related teams.
• Support urgent cross-functional alignment when required to ensure smooth operation and timely execution.
• Handle ad-hoc coordination tasks assigned by the business owner or Export team.

Qualifications

• Minimum 3 years of solid experience in export documentation and shipping procedures.
• Bachelor’s degree in Business Administration, International Business, or related fields.
• Good attention to detail, especially in documents, numbers, sales records, billing, payment tracking, and system entries.
• Able to use Microsoft Office / SAP program
• Good coordination and follow-up skills with cross-functional teams.
• Able to manage multiple tasks, timelines, and urgent requests in a fast-moving environment.
• Good command of English for email communication and document handling.
• Responsible, organized, flexible, proactive, and willing to learn international business operations.
• Able to work as a support role under guidance and escalate issues clearly when business decisions are required.