Export Coordinator

The Export Coordinator is responsible for supporting the end-to-end export process, ensuring accuracy, timeliness, and compliance in handling orders, shipments, and documentation. The role requires close coordination with multiple departments to finalize shippable orders, prepare invoices, manage export records, and address discrepancies to facilitate smooth operations.

Key Responsibilities & Accountabilities

• Customer / Franchisee Support
• Provide information and operational support to the Export Merchandiser in addressing customer and Franchisee concerns.
• Identify and report customer-related discrepancies or issues to the Export Merchandiser for appropriate action.
• Order Processing & Allocation
• Generate order data into the ERP system based on PO Qty / ACDR. Process and allocate orders.
• Identify and report discrepancies in quantities – Prebooked Qty versus PO Qty to the Export Merchandiser before finalization of Export allocation.
• Prepare and issue Export Allocation for shipment processing to the concerned internal departments.
• Prices, Invoice & Packing List Preparation
• Obtain approved prices for non-merchandise items from the VM Team and prepare the Price Level for Audit prior to release to MPC for RPRO uploading.
• Prepare invoices and packing lists based on approved data and warehouse packing details for review and final release by the Export Merchandiser.
• Ensure the accuracy and consistency of invoice and packing list information against the audited WH DR.
• Identify and report pricing or documentation discrepancies to the Export Merchandiser.
• Shipment Status & Export Documentation
• Update shipment records and prepare required export and shipment documentation based on approved schedules and assigned priorities.
• Provide required data and documentation to Production, QC, Warehouse, MPCD, Audit, and other concerned departments.
• Execute assigned shipment priorities and documentation requirements within the specified timelines.
• Monitor the Export Daily Shipping Status via Google Drive and ensure timely updates.
• Identify and escalate significant issues that may delay the invoicing or shipping process to the Export Merchandiser.
• Non-Merchandise Orders
• Process Franchisee non-merchandise orders, including Packaging Supplies, SPD items, and VM items, based on approved requirements.
• Prepare invoices, packing lists, order sheets, and related documentation for review and final release by the Export Merchandiser.
• Export Records & Administrative Support
• Maintain and update export databases, order records, invoices, packing lists, and other required export documentation.
• Ensure systematic and timely filing of export records and supporting documents.
• Escalate issues through the Export Merchandiser; urgent matters shall be escalated to the Export Manager as directed.
• Perform other export-related duties as assigned by the Export Manager.

Qualifications Minimum Qualifications:

• Bachelor’s degree in Business Administration, International Trade, Supply Chain, or a related field. (Candidates with other relevant educational backgrounds and/or equivalent professional experience may also be considered.)
• At least 1–2 years of experience in merchandising, logistics, or export documentation (preferred).
• Knowledge of export documentation, invoicing, and HS code requirements.
• Strong organizational and record-keeping skills.
• Proficient in MS Office; familiarity with ERP systems and Unicom an advantage.
• Detail-oriented, with excellent coordination and communication skills.
• Ability to work under pressure and manage multiple priorities.