Export Sales Coordinator

Under general supervision, the Export Sales Coordinator contributes to the efficient operation of the International Export Division by providing robust sales administration, order management, and clerical support. The role focuses on sales coordination, order processing, account maintenance, and administrative tasks to support export sales operations and ensure seamless service to international customers and clients, with a particular focus on the Latin American region.

Essential Job Functions

• Administers export sales operations by processing international and domestic customer orders, verifying order details, and ensuring accurate entry into the order processing system.
• Responds to internal and external inquiries concerning shipments, order status, and issue resolutions.
• Reviews international and domestic orders to ensure appropriate documentation is submitted to meet regulatory and government compliance requirements for product shipments.
• Handles customer service and sales administration functions in a manner that presents the company in the highest possible professional image, ensuring timely call-backs, order confirmations, and request expediting.
• Communicates and corresponds with internal and external partners to track and ensure timely shipments of products.
• Provides comprehensive support to current and new customers regarding product pricing, delivery schedules, inventory stocking, back-order availability, functionally equivalent cross-matches, and value-added product information.
• Maintains up-to-date knowledge of product lines to recommend alternative products for out-of-stock items and support sales objectives.
• Manages daily administrative and registration activities, including printing invoices, matching purchase orders, monitoring payments, forwarding cash receipts to the accounting department, mailing invoices, and maintaining permanent files.
• Provides occasional operational assistance within the export department as appropriate, such as product labeling or sample preparation.
• Other tasks as assigned.
• Spanish / English bilingual required

Experience/ Training/ Education

• 2 years of experience in sales administration, order processing, customer service, or export/import operations within a corporate or international business environment.
• Sales experience preferred, ideally within the food distribution, grocery, or related industry.
• Demonstrated proficiency using enterprise resource planning (ERP) systems or order processing software, alongside strong computer skills in Microsoft Office (specifically advanced Excel for data tracking and reporting).
• Prior experience working closely with sales teams, logistics personnel, and accounting departments to coordinate shipments, billing, and inventory.
• Associate's degree in Business Administration, International Trade, Supply Chain Management, Logistics, or a related field; a Bachelor’s degree is preferred.

Knowledge, Skills, and Ability

• Understanding of export documentation, shipping procedures, and basic trade compliance rules.
• Familiarity with international commercial terms and standard freight forwarding or shipping workflows.
• Comprehensive grasp of product lines, inventory stocking levels, pricing structures, and functionally equivalent cross-references or alternative items.
• Working knowledge of the end-to-end sales administration process, from initial order entry and invoicing to accounts receivable and payment reconciliation.
• Proficient in accurately entering, verifying, and tracking international and domestic orders using enterprise or order management software.
• Bilingual fluency in Spanish and English required; Japanese language skills are a plus, particularly the ability to communicate effectively with Japanese-speaking business partners.
• Excellent written and verbal communication abilities to correspond professionally with international clients, internal sales teams, and external vendors.
• Meticulous accuracy when reviewing purchase orders, matching invoices, and preparing shipping or regulatory documents to prevent costly delays.
• Strong computer literacy, including data entry efficiency and the ability to navigate Microsoft Office (especially Excel for tracking sales data and inventory reports).
• Ability to investigate shipping discrepancies, address customer complaints, and coordinate with logistics or accounting teams to find swift solutions.
• Capacity to manage competing administrative tasks, urgent client requests, and daily registration duties in a fast-paced environment.
• Ability to work effectively as part of a team, supporting export sales associates and communicating seamlessly with logistics, warehouse, and finance personnel.
• Ability to stay abreast of new products, adapt to evolving order processing systems, adjust schedules to accommodate global time zones, and maintain composure under pressure when managing tight shipment deadlines.
• Willingness and ability to travel internationally approximately once per month for up to one week at a time, specifically to the Latin America region, to visit clients and coordinate with affiliate offices.

Working Conditions

Typically work in comfortable office settings. Full-time associates work a standard 40-hour week; however, modified work schedules or overtime may be required during peak business periods or to accommodate communication with international customers across different time zones. This position requires regular international travel (approximately once per month for up to one week at a time) to visit customers and affiliate offices in the Latin America region.