Import and Exports Co-Ordinator

The Import and Export Coordinator serves as the key link between sales administration planning procurement and logistics. The role is responsible for managing the full import and export cycleensuring all orders are processed accurately delivered on time and compliant with international trade and customs regulations. The position also supports import activities by coordinating effectively with suppliers and the procurement team to ensure seamless inbound logistics and documentation.

Required Skills:

Order Processing & Documentation:

• Manage the end-to-end process from quote and contract to order processing. Ensuring all details are accurately captured.
• Process orders accurately in the system ensuring correct pricing and adherence to all requirements as per customer requirements and adherence.
• Manage forecast planning for all export orders.
• Prepare and manage all import / export related documents including proforma invoices packing lists and Certificates of Origin amongst others.

Logistics Coordination:

• Relationship management with freight forwarders.
• Keeping live costing on import / export for costing purposes.
• Arrange bookings with freight forwarders and confirmed by management manage transport and track shipments to ensure on-time delivery.
• Ensure regular updates are provided to the customer.

Compliance & Administration:

• Ensure adherence to import / export regulations Incoterms and customs requirements.
• Managing all documentation flow and requirements internal and external.
• Ensure contract compliance with regular updates are sent to the customer and Commercial Director.

Customer Stakeholder & Contract Coordination

• Serve as the primary liaison between sales customers logistics providers and internal stakeholders ensuring clear communication and prompt resolution of queries.
• Act as the direct point of contact for customers providing accurate and timely updates on contract alignment shipment status and any changes affecting delivery timelines.
• Ensure all trade contractual and compliance requirements are shared with relevant internal and external parties maintaining full transparency and alignment.
• Provide structured professional communication to customers regarding order progress documentation requirements and contract fulfilment.
• Manage reporting and contract administration ensuring all commitments and milestones are tracked and communicated.
• Capture sales transactions accurately in the contract management system and communicate confirmations to the relevant internal departments.
• Maintain complete and uptodate shipping documentation export schedules and inventory-related records.
• Track monitor and report on contract compliance both internally and to customers ensuring any risks or deviations are escalated promptly.

Cost management

• Enquiring forwarding costings to track and the management of costings monthly.
• Request and manage competitive rates across carriers and service providers.
• Reporting and capturing import and export costings on central database

Health and Safety

• Participate in safety forums created by Soill for example safety meetings and safety talks
• Follow-up on any activities assigned through safety meetings / committees / representatives / management
• Report all safety incidents to the relevant people
• Attend safety education and refresher programmes
• Comply with safety policies and procedures at Soill
• Distribute safety information as and when required
• Always wear protective clothing (where applicable)