Job Title: Export Sales Admin Coordinator
Responsible for coordinating export sales activities,
processing customer orders, tracking shipments, maintaining client records, and
supporting international sales operations. Requires a diploma or degree in
Sales, Business Administration, Supply Chain Management, or a related field.
This is a full-time, on-site position based in Nairobi.
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
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.
