Background

Tropical Heat was established in 1973 as a small ethnic snack cottage industry. Today, we are one of the leading manufacturers of spices and snacks in the East African region and our brand Tropical Heat is a household name in Kenya. With our very strong and expert technical team, we manufacture a vast range of spices and snacks. The spices include pure sp...

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.

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

• 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
• Experience with CRM systems or sales/order management platforms
• Good understanding of export and shipping processes

• 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.