Export Documentation Coordinator

Mr Apple; Hastings; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading export company in Hastings seeks an experienced Export Documentation Coordinator. In this hands-on role, you will prepare and dispatch export documentation, ensuring compliance with regulatory standards while collaborating with various teams. Successful candidates will possess strong organisational and communication skills, high attention to detail, and proficiency in Microsoft Office. Join a dynamic team that values your contributions and promotes growth within the field of international trade.

Benefits

Supportive team culture

Flexibility to balance work and life

Opportunities to learn and grow

Qualifications

• Detail-driven administrator with strong planning and organisational skills.
• Excellent communication and proactive attitude in fast-paced environments.

Responsibilities

• Prepare and dispatch export documentation using TradeWindow PRODOC.
• Ensure compliance with NZ Customs protocols and regulatory documentation.
• Liaise with Sales and logistics partners to confirm documentation.
• Manage bank documentation for Letters of Credit.

Skills

Strong planning and organisational skills

High attention to detail and accuracy under pressure

Excellent communication skills

Proficiency in Microsoft Office

Experience with TradeWindow/PRODOC

Tools

TradeWindow PRODOC

Job description

Work alongside a team of experts to ensure the smooth operations in selling and exporting one in every 4 apples from New Zealand to the world.

Are you a detail-driven administrator with a knack for keeping things organised and running smoothly? Do you thrive in a fast-paced environment where accuracy and collaboration are key? We’re looking for an experienced Export Documentation Coordinator to join our team at our Whakatu Head Office.

What you’ll be doing:

This is a hands‑on role at the heart of our export operations. You’ll be responsible for preparing and dispatching export documentation tailored to specific markets and customers, while building strong working relationships across teams and with external partners. From regulatory compliance to seasonal support, your work will help ensure our products reach global markets efficiently and professionally.

Your day‑to‑day tasks will include:

• Prepare and dispatch export documentation using TradeWindow PRODOC, including certificates and courier arrangements via DHL.
• Ensure compliance with NZ Customs protocols, Free Trade Agreements, and regulatory documentation like ICPRs and CEDOs.
• Maintain accurate customer profiles and respond to queries, including verifying import permits.
• Liaise with Sales, shipping lines, and logistics partners to confirm documentation and produce Bills of Lading.
• Manage bank documentation for Letters of Credit and customer‑specific tasks such as contract signing and load plans.
• Provide general administrative support, including invoice reconciliation and document filing.
• Contribute to seasonal projects like PDQS, sustainability initiatives, and software testing, while maintaining export registers.

What you’ll bring:

• Strong planning and organisational skills with a proactive mindset
• High attention to detail and accuracy under pressure
• Excellent communication skills and a collaborative attitude
• Proficiency in Microsoft Office and high IT literacy
• Experience with TradeWindow/PRODOC is a plus
• Customs Declarant Code preferred

What we offer:

• A dynamic role with exposure to international trade and compliance
• Supportive team culture with opportunities to learn and grow
• A lively, social workplace where your contributions matter
• Flexibility to balance work and life

If you want to be part of a business that deliver one in every four New Zealand apples to the world, then please apply now!