Export Administrator

Main Purpose:

Facilitate the flow of orders from the Export Sales Team through the warehouse and Export Cage to customers, ensuring accurate processing, tracking order status, and meeting promised delivery dates efficiently. Maintain efficient communication with all stakeholders to maintain high levels of customer service and operational efficiency.

• Maintain a control sheet tracking all open orders, backorders, and orders pending invoicing or collections and deliveries.
• Maintain a daily dispatch schedule and ensure all orders are prepared and collected on time by the designated courier services or customer.
• Ensure customer orders are expedited in accordance with delivery or collection commitments and any priority adjustments communicated by the Exports sales team.
• Process IBTs, GRVs, RTS, picking slips, invoices, packing lists, shipping instructions, credit notes, and related documents, ensuring proper filing for record-keeping purposes.
• Prepare and review export documentation including commercial invoices, packing lists, shipping instructions, certificates of origin, and bills of lading/airway bills to ensure compliance with customs, legal, and customer requirements.
• Collaborate with Warehouse Administration staff, Exports Store Assistants to ensure all orders are accurately processed and shipped within the required timeframes.
• Provide the Export Sales team with detailed updates on order status throughout the process and promptly communicate any changes that occur to the orders during invoicing to the Cage team.
• Review backorders daily and follow up with Procurement on the estimated arrival dates of stock from relevant suppliers.
• Coordinate with export customers, freight forwarders, and carriers, supplying them with shipping details, required documents, and regular updates.
• Obtain freight quotations and negotiate rates with carriers or forwarders and arrange the collection of all invoiced orders with courier services.
• Act as a key liaison between Warehouse Operations, Procurement, Branches, Export Store Assistants, Courier Services, and the Export Cage to minimize operational delays and optimize customer service delivery.
• Prepare weekly exceptions reports for the Exports Manager, covering backorders, pending invoices, uncollected orders, and any outstanding issues.