Export Sales Admin Coordinator
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Tropical Heat is hiring an Export Sales Admin Coordinator in Nairobi to provide administrative and operational support to the export sales team. The role involves processing export orders, preparing shipping documentation, coordinating with logistics and freight partners, and maintaining accurate customer and sales records. It is a full-time position suited to candidates with strong coordination and export administration skills.
- Full-time export sales administration role in Nairobi
- Handles export documentation, invoicing and order processing
- Coordinates with logistics, freight forwarders and clearing agents
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Tropical Heat is hiring an Export Sales Admin Coordinator in Nairobi to provide administrative and operational support to the export sales team. The role involves processing export orders, preparing shipping documentation, coordinating with logistics and freight partners, and maintaining accurate customer and sales records. It is a full-time position suited to candidates with strong coordination and export administration skills.
- Full-time export sales administration role in Nairobi
- Handles export documentation, invoicing and order processing
- Coordinates with logistics, freight forwarders and clearing agents
- Customer contact point for order status and shipment updates
- Key link between sales, finance, production and shipping partners
AI job guide
Use this guide to check salary signals, requirements, documents, application steps and safety before you apply.
AI salary guide
Not enough public dataNot enough public salary data is available for this exact role. Before applying, prepare to ask about gross pay, benefits, contract length, probation period, transport and any allowances.
Can you qualify for this role?
- UnclearRelated work experienceThe text mentions experience, but the exact level should be confirmed at source.
- RequiredEducation or certification mentioned in the postThe captured text mentions education, a diploma, certificate, or licence.
- PreferredPractical evidence in sales, call_center, internshipThe tags and summary point to skills connected with this role.
- RequiredAvailability to work in NairobiThe vacancy is associated with this location.
- UnclearComfort with the Full Time contract termsConfirm hours, duration, probation and benefits at the original source.
Documents to prepare
- Likely requiredUpdated CV
- Role specificCover letter or short employer message
- OptionalProfessional references
- Role specificAcademic or professional certificates
- VerifyID or passport only after verifying the employer
Application tips for this job
- Place your strongest Export Sales Admin Coordinator evidence in the first half of your CV.
- In your cover letter or employer message, connect your experience to Tropical Heat and the role in Nairobi.
- Add concrete examples related to sales, call_center, internship, ideally with measurable outcomes or clear responsibilities.
- Follow the instructions from JobWeb Kenya; avoid sending documents to unofficial contacts or copied links.
- Confirm the deadline, interview location and employer contact before sharing personal documents.
- Prepare a polite question about pay, benefits and contract terms for later interview stages.
Source and safety check
- JobWeb Kenya
- Original source link available
- Application method is clear
- Deadline not specified
- No major risk signal was detected in the captured text.
Never pay for interviews, shortlisting, medical checks, uniforms, or job placement. Confirm every application at the original source before sharing personal documents. Report suspicious listing.
Interview preparation
- What experience makes you a strong fit for this Export Sales Admin Coordinator role in sales, call_center?
- How have you handled responsibilities similar to those in this job post?
- Are you available to work in Nairobi under the listed contract or schedule?
- Prepare examples with clear responsibilities, tools used and measurable outcomes.
- Review the source and research Tropical Heat before the interview.
Ask what the first priorities will be in the role and how success will be measured.
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Original source description
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 & Experience
- 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.
Requirements
- Do you have a Bachelor’s degree in Business Administration, International Business, Supply Chain, Sales, Logistics, or a related field?
- Do you have at least 2–4 years of experience in export sales, logistics coordination, customer service, or a related role?
- Do have experience working with international customers and export documentation?