Export and Sales Administration Manager

Jobtailor; Bicester; On-site; GBP 50,000 - 65,000; Full time

Job summary

Jobtailor in the United Kingdom is seeking an experienced Export and Customs Specialist to lead the Export and Sales Administration Team. You will oversee export paperwork, manage domestic and international shipments and ensure compliance with applicable laws.

The role requires coordinating with Operations, Finance, and Customer Service to process orders, generate invoices, and maintain accurate records in Sage Accounts and 123 Insight.

Qualifications

• Experience overseeing export and customs documentation in compliance with legal obligations.
• Knowledge of import/export compliance, customs requirements, export controls, commercial law.
• Ability to apply for and check export licences, including UK OGEL for repairs.
• Prepare and review commercial invoices, customs licences, import/export declarations, MSS reports, L/Cs, EUR1, Certificates of Origin.
• Submit compliance returns accurately and on time, including OIEL reports to ECO and WEEE returns.
• Review product bills of materials for GB-origin components.
• Use commercial software and Sage Accounts.
• Use 123 Insight and review period-end reports.
• Manage sales orders, invoices, credits, returns, repairs, and customer accounts.
• Maintain accurate electronic and paper records and confidentiality.
• Train and support staff in procedures and work instructions.

Responsibilities

• Lead the Export and Sales Administration Team.
• Oversee preparation and processing of paperwork for domestic and international shipments.
• Process customer orders accurately, compare against quotations, resolve queries, set up accounts, agree payment terms, and issue sales acknowledgments.
• Verify purchase orders contain accurate pricing and end-user information.
• Coordinate repair work with Operations and provide quotations to end users and representatives.
• Support channel partners with production-capacity information and promote and schedule repairs and calibrations.
• Raise customer sales invoices, proforma invoices, and credits; upload invoices into Sage Accounts.
• Execute 123 Insight period-end processes and review sales invoice, credit, and sales order reports.
• Issue weekly China sales order book information.
• Monitor order and opportunity pipelines, internal sales processes, and continual improvement.
• Support efficient internal sales operations through suitable systems, processes, and people.
• Assist with complex internal and external queries regarding orders, shipments, and compliance.
• Keep customers informed about orders and shipments and coordinate with departments to maintain customer satisfaction.
• Issue next-day shipment lists and check shipment work-order status with the Production Manager.
• Provide data for management meetings and repair/service status updates to Commercial.
• Oversee export and customs documentation, EUU documentation, export licences, shipment paperwork, filing, and audit records.
• Check customs declarations, submit MSS reports to HMRC, resolve queries, and maintain accurate records.
• Review Letters of Credit, EUR1, Certificates of Origin, and other export documents.
• Manage export-control systems, regional customs requirements, and approved-exporter status.
• Communicate export matters internally and externally and advise customers on customs queries.
• Review product bills of materials for GB-origin components.
• Conduct monthly and annual licence and legal-requirement reporting, including OIEL and WEEE returns.
• Monitor courier performance, manage export costs, and check and approve courier invoices.
• Ensure team compliance with statutes, regulations, and company policies.
• Check current legislation and administer import/export compliance programs.
• Identify and oversee mitigation of commercial business risks.
• Update OxTS UK and OxTS Inc. compliance registers.
• Maintain accurate records and protect confidential information.
• Ensure efficient processes, staff training, shared inbox management, and timely closure of shipping/export improvement reports and right-first-time issues.
• Attend NPD and management team meetings and provide import/export guidance.

Skills

Team Leadership

Customer Communication

Problem Solving

Staff Training

Process Improvement

Tools

Sage Accounts

123 Insight

Job description

• Report to the Core Operations Manager
• Lead the Export and Sales Administration Team
• Oversee preparation and processing of paperwork for domestic and international shipments
• Process customer orders accurately, compare orders against quotations, resolve order queries, set up accounts, agree payment terms, and issue sales acknowledgments
• Verify purchase orders contain accurate pricing and end-user information
• Coordinate repair work with Operations and provide quotations to end users and representatives
• Support channel partners with production-capacity information and promote and schedule repairs and calibrations
• Raise customer sales invoices, proforma invoices, and credits; upload invoices into Sage Accounts
• Execute 123 Insight period-end processes and review sales invoice, credit, and sales order reports
• Issue weekly China sales order book information
• Monitor order and opportunity pipelines, internal sales processes, process performance, and continual improvement
• Support efficient internal sales operations through suitable systems, processes, and people
• Assist with complex internal and external queries regarding orders, shipments, and compliance
• Keep customers informed about orders and shipments and coordinate with departments to maintain customer satisfaction
• Issue next-day shipment lists and check shipment work-order status with the Production Manager
• Provide data for management meetings and repair/service status updates to the Commercial department
• Oversee export and customs documentation, EUU documentation, export licences, shipment paperwork, filing, and audit records
• Check customs declarations, submit MSS reports to HMRC, resolve queries, and maintain accurate records
• Review Letters of Credit, EUR1, Certificates of Origin, and other export documents
• Manage export-control systems, regional customs requirements, and approved-exporter status
• Communicate export matters internally and externally and advise customers on customs queries
• Review product bills of materials for GB-origin components
• Conduct monthly and annual licence and legal-requirement reporting, including OIEL and WEEE returns
• Monitor courier performance, manage export costs, and check and approve courier invoices
• Ensure team compliance with statutes, regulations, and company policies
• Check current legislation and administer import/export compliance programs
• Identify and oversee mitigation of commercial business risks
• Update OxTS UK and OxTS Inc. compliance registers
• Maintain accurate records and protect confidential information
• Ensure efficient processes, staff training, shared inbox management, and timely closure of shipping/export improvement reports and right-first-time issues
• Attend NPD and management team meetings and provide import/export guidance

Requirements

• Experience or qualifications are not explicitly stated in the posting
• Ability to oversee export and customs documentation in compliance with legal obligations
• Knowledge of import/export compliance, customs requirements, export controls, commercial law, and country-specific commercial law
• Ability to apply for and check export licences, including UK OGEL for repairs
• Ability to prepare and review commercial invoices, customs licences, import/export declarations, MSS reports, Letters of Credit, EUR1, Certificates of Origin, and other export documents
• Ability to submit compliance returns accurately and on time, including OIEL reports to ECO and WEEE returns
• Ability to review product bills of materials for GB-origin components
• Ability to use commercial software and Sage Accounts
• Ability to use 123 Insight and review period-end reports
• Ability to manage sales orders, invoices, credits, returns, repairs, and customer accounts
• Ability to maintain accurate electronic and paper-based records and confidentiality protocols
• Ability to train and support staff in operating procedures and work instructions

Core Competencies

Demonstrates expertise in export and customs documentation, ensuring compliance with legal obligations and managing sales orders, invoices, and customer accounts. Proficient in using commercial software such as Sage Accounts and 123 Insight to support efficient internal sales operations.

Highest-signal resume keywords

• Export And Customs Documentation
• Import/Export Compliance
• Sage Accounts
• 123 Insight
• Commercial Law Knowledge

Hard Skills

• Export Licences
• Customs Declarations
• Commercial Invoices
• MSS Reports
• Letters Of Credit
• EUR1
• Certificates Of Origin
• Sales Order Management
• Record Keeping
• Compliance Returns

Soft Skills

• Team Leadership
• Customer Communication
• Problem Solving
• Staff Training
• Process Improvement

Industry Keywords

• Export Controls
• Commercial Business Risks
• Legal-Requirement Reporting
• OIEL Returns
• WEEE Returns