Export Sales Administrator

Trapeze Recruitment Services Limited; Sittingbourne; On-site; GBP 24,000 - 36,000; Full time

Job summary

Trapeze Recruitment Services Limited is seeking an Export Sales Administrator to support international sales operations for a UK medical training manufacturer. You will handle enquiries, quotations and orders from initial contact to delivery, ensuring accuracy and compliance with export procedures.

The role requires strong attention to detail, knowledge of international trade, and experience coordinating documentation and shipments with SAP and logistics partners.

Qualifications

• Previous experience in sales administration, export administration, or international customer service
• Practical knowledge of international trade and export documentation
• Experience in manufacturing, distribution or international trading environments
• Strong administrative and organisational skills with accuracy
• Excellent written, email and phone communication
• Customer-service orientation with professional handling of customers
• Ability to prioritise workload and remain calm under pressure
• Experience collaborating with multiple departments (Production, Quality, Warehouse, Purchasing, Accounts)
• Proficiency in Microsoft Office (Outlook, Word, Excel)
• Experience using SAP or similar ERP system
• Knowledge of ISO 9001 or equivalent QMS
• Willingness to travel occasionally to events UK/overseas

Responsibilities

• Process international enquiries, quotations and sales orders using SAP
• Prepare export quotations with Incoterms, freight, packing and documentation
• Obtain freight quotations and identify shipping solutions
• Confirm payment terms, lead times and dispatch information with customers
• Coordinate international shipments with freight forwarders and customers
• Prepare commercial invoices, packing lists and export documents
• Ensure correct codes, origin information and VAT treatment
• Maintain customer and distributor data in SAP
• Collaborate with internal teams to confirm product availability and order status
• Develop knowledge of products to advise on suitable options

Skills

SAP experience

Export documentation

Microsoft Office

Attention to detail

Communication skills

Logistics coordination

ISO 9001 knowledge

Travel flexibility

Tools

SAP

Job description

Job Description

Summary

The Export Sales Administrator will be responsible for providing efficient and accurate administrative support to the company’s international sales activities. Managing customer enquiries, quotations and orders from initial enquiry through to successful delivery.

This exciting role requires excellent attention to detail and a strong understanding of international trade, export documentation and logistics for a UK medical training manufacturer. Working closely with customers, distributors and colleagues across Sales, Production, Purchasing, Quality, Accounts, Packing and Despatch, the successful candidate will ensure orders are processed accurately, efficiently and in accordance with company procedures and applicable export requirements.

Key duties & responsibilities

• Process international customer enquiries, quotations and sales orders accurately using SAP (CRM / Accounting System)
• Prepare comprehensive export quotations, including appropriate Incoterms, freight, insurance, packing, documentation and other applicable charges
• Obtain and compare freight and courier quotations to identify appropriate shipping solutions
• Confirm payment terms, credit arrangements, order acknowledgements, lead times and dispatch information with customers
• Proactively follow up quotations, orders and customer enquiries
• Coordinate international shipments with freight forwarders, couriers and customers
• Prepare and check commercial invoices, packing lists and other export documentation, including Certificates of Origin, EUR1/ATR documentation and origin declarations where applicable
• Ensure correct commodity/tariff codes, country of origin information and VAT treatment are applied where required
• Obtain and retain appropriate Proof of Export documentation
• Understand and comply with relevant country-specific shipping, documentation and import/export requirements
• Liaise with Production, Purchasing, Warehouse/Packing, Quality and Accounts to confirm product availability, lead times, packing requirements and order status
• Maintain accurate customer and distributor information within SAP, including contacts, addresses, payment terms and agreed discounts
• Develop a good working knowledge of the company and factored products to interpret customer requirements and recommend appropriate products.

Required qualifications, knowledge, experience & skills

• Previous experience in sales administration, export administration, international customer service or a similar role
• Practical knowledge of international trade, export procedures and associated documentation
• Experience working within a manufacturing, distribution or international trading environment
• Strong administrative and organisational skills, with a methodical approach to work
• Excellent attention to detail and a high level of accuracy
• Confident and professional written, email and telephone communication skills
• Strong customer-service orientation and experience dealing with customers professionally
• Ability to prioritise workload, work efficiently and remain calm under pressure
• Experience working collaboratively with multiple departments, such as Production, Quality, Warehouse, Purchasing and Accounts
• Good working knowledge of Microsoft Office, particularly Outlook, Word and Excel
• Experience using SAP or a comparable ERP system
• Experience with ISO 9001 or another formal Quality Management System.
• Willingness to travel occasionally to exhibitions, conferences or other company events, both UK and overseas