Export Sales Coordinator

2-Year Fixed-Term Contract | Possibility of Contract Extension or Permanent Employment.

Key Responsibilities

• Export Sales Documentation & Order Administration
  Prepare, check, and maintain export sales documents, including sales contracts, proforma invoices, sales confirmations, commercial invoices, packing lists, certificates of origin, and other shipping-related documents. Ensure accuracy and consistency of product details, quantities, prices, Incoterms, payment terms, and customer requirements before document issuance.
• Order Processing & Documentation Control
  Process and update export purchase orders and sales orders in the company’s system. Maintain accurate order records, document filing, and status tracking. Follow up on missing or incomplete information and ensure all required documents are prepared correctly and on time.
• Shipment & Logistics Coordination
  Coordinate with internal Supply Chain, Warehouse, Freight Forwarders, and relevant departments regarding shipment schedules, container arrangements, vessel bookings, and shipping documents. Follow up on ETD/ETA and provide accurate updates to the responsible sales team.
• Customer & Internal Coordination Support
  Support the Export Sales team in responding to customers’ routine document and shipment inquiries. Prepare and send shipping documents such as B/L, C/O, Certificate of Analysis, and other required documents. Coordinate with relevant departments to resolve document discrepancies or operational issues.
• Sales Administration & Reporting
  Maintain export order databases, shipment tracking files, document records, and routine reports. Support the Export Sales team with data entry, document preparation, filing, and other administrative tasks as assigned.

Key Qualifications

• Education: Bachelor’s degree in International Business, Business Administration, Logistics/Supply Chain, English, or a related field.
• Experience: 1–3 years of experience in Export Sales Coordination, Export Documentation, Shipping, Freight Forwarding, Sales Administration, or a related field. Fresh graduates with strong English and attention to detail may also be considered.
• Export & Documentation Knowledge: Basic understanding of export documentation, including Commercial Invoice, Packing List, B/L, C/O, and shipping procedures. Knowledge of Incoterms and payment terms is an advantage.
• ERP & Computer Skills: Good command of MS Office, particularly Excel. Experience with SAP or other ERP systems is an advantage.
• Skills: Highly organized, detail-oriented, accurate, responsible, and able to manage multiple documents and deadlines. A zero-defect mindset for documentation is important.
• Language: Good command of written and spoken English, particularly for business correspondence and document preparation.
• Industry Background (Preferred): Experience in Agricultural Commodities, Sugar, Grains, Agri-food, FMCG, or Food Manufacturing is preferred.