Export Assistant

Job Purpose

The Export Assistant is responsible for supporting the export department in coordinating international shipments, preparing and organizing export documentation, following up with customers and logistics providers, and ensuring that export orders are processed accurately and on time.

Key Responsibilities1. Export Documentation

• Prepare and organize export documents,

including:

• Commercial Invoices
• Packing Lists
• Certificates of Origin
• Health / Veterinary Certificates, when applicable
• Bills of Lading
• Certificates of Analysis (COA)
• Other customer- or destination-specific documents
• Ensure all documents are accurate and consistent with the shipment details.
• Coordinate with relevant departments to collect the required information and approvals.

2. Shipment Coordination

• Follow up on export orders from order confirmation until shipment completion.
• Coordinate with freight forwarders, shipping lines, customs brokers, and other logistics partners.
• Follow up on vessel bookings, container availability, loading schedules, and shipping documents.
• Track shipment status and provide regular updates to the Export Manager and customers.
• Maintain an organized record of all shipments and related documents.

3. Customer Support

• Communicate with international customers regarding shipment status, documentation, delivery schedules, and other export-related matters.
• Respond to customer requests professionally and in a timely manner.
• Follow up on pending documents and customer requirements.
• Support the Export Sales team in maintaining smooth communication with customers.

4. Internal Coordination

• Coordinate with Production, Warehouse, Quality, Finance, Logistics, and Sales departments to ensure orders are prepared correctly and on time.
• Confirm product availability, quantities, packaging requirements, and loading schedules.
• Follow up on payment-related requirements in coordination with the Finance Department.

5. Regulatory & Compliance Support

• Assist in ensuring that shipments comply with the requirements of the destination country.
• Follow up on required certificates, approvals, legalization, and other regulatory documents.
• Maintain updated records of country-specific export requirements.

6. Reporting & Records

• Maintain accurate records of export orders, shipments, documents, and customer requirements.
• Prepare regular export status reports for management.
• Update shipment and customer databases.
• Maintain a proper filing system for both physical and electronic export documents.

Qualifications

• Bachelor's degree in Business Administration, Commerce, Logistics, International Business, or a related field.
• 1–3 years of experience in export, logistics, shipping, or international trade is preferred.
• Good command of English, both written and spoken.
• Good knowledge of Microsoft Office, especially Excel and Outlook.
• Basic understanding of Incoterms, shipping procedures, and export documentation.
• Knowledge of customs and international shipping procedures is an advantage.

Skills & Competencies

• Strong attention to detail.
• Excellent organization and follow-up skills.
• Good communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Problem-solving and coordination skills.
• Ability to handle multiple shipments and tasks simultaneously.
• Professional communication with international customers and service providers.
• Team player with a proactive and responsible attitude.