Role Overview

The Exports Administrator is responsible for managing both export-specific functions and internal sales administration. This dual-role position ensures smooth processing of international shipments, accurate sales documentation, and exceptional customer support. The role supports the sales team, logistics processes, and client requirements while maintaining high service standards and operational integrity.

Key Responsibilities

1. Internal Sales Duties

• Assist the Sales Team by generating quotations, sales orders, invoices, job cards, and responding to emails and general correspondence.
• Follow up on all outstanding work daily and update the responsible salesperson.
• Ensure all administrative tasks are completed within the required timeframes.
• Support the sales force with general operations to help achieve departmental objectives.
• Assist and resolve customer and sales representative queries promptly and professionally.
• Communicate important customer feedback internally to relevant teams or management.
• Maintain high levels of customer satisfaction through excellent sales service for both internal and external customers.
• Accurately and efficiently handle all sales administrative tasks.
• Manage area-specific sales administration functions effectively.
• Assist with additional duties and activities as requested by management.

2. Export Duties (Including but Not Limited To)

• Coordinate inspections (Bureau Veritas and SGS) and ensure all related procedures are completed correctly.
• Arrange inspectors on behalf of clients where required.
• Provide clients with weekly ETA (Estimated Time of Arrival) reports.
• Ensure correct Incoterms are captured on all export orders.
• Verify that the COO, HS codes and exporter codes appear correctly on all documentation.
• Assist with preparing shipping and/or clearing instructions as needed.
• Complete Certificates of Origin, including SADC documentation.
• Arrange transport via air, road, or sea freight when necessary.
• Handle export-related platforms.
• Perform any additional export or administrative duties required to support smooth export operations.

Qualifications and Experience

• Matric / Grade 12 (Essential)
• Minimum 2 years’ experience as an Exports Administrator including Africa and Middle East
• Strong proficiency in Microsoft Office, specifically Excel and PowerPoint
• Ability to communicate professionally and effectively with clients
• Experience in sales administration, export documentation, and logistics coordination (advantageous)

Skills and Competencies

• Excellent organisational skills with the ability to multitask
• Strong attention to detail and high accuracy levels
• Professional, flexible, and reliable work ethic
• Ability to prioritise workload and work under pressure
• Excellent written and verbal communication skills
• Customer-focused mindset with the ability to handle client queries confidently
• Team player with a proactive approach
• Always protect the integrity and reputation of the company.