Export Sales Administrator (FMCG)

Heathcote & Ivory; Greater London; On-site; GBP 28,000 - 40,000; Full time

Job summary

Heathcote & Ivory, established in London, seeks an experienced Export Sales Administrator to support global export operations across 35+ countries. You will own export orders from receipt through delivery and after-sales service, ensuring compliance with Incoterms and Brexit requirements while delivering a 5-star customer experience.

You will cover wider Sales Support tasks during peak periods, including liaising with 3PLs, freight forwarders, and customers, to uphold accuracy and high service

Qualifications

• Proven export sales administration experience, minimum 2 years in a sales support/export environment, ideally FMCG.

Responsibilities

• Own export orders end-to-end from receipt to delivery and after-sales support.

Skills

Export sales

Incoterms

Freight forwarding

Excel

English fluency

Multitasking

Tools

Amazon Vendor Central

ERP systems

MS Excel (Advanced)

Job description

Established in London in 2000, Heathcote & Ivory quickly achieved success and has grown into a lifestyle brand supplying all major premium retailers in the UK and exporting to over 35 countries worldwide. We are passionate about creating beautiful brands and collections within bath and body, home fragrance and gifting, made with high-quality ingredients. Our collections are stocked in renowned retailers, independent boutiques and specialist online partners, both in store and online, across the globe.

THE ROLE

We are seeking an experienced Export Sales Administrator to join our busy Sales Support Team. This is a key role supporting our global export operations, working with customers across more than 35 countries in a fast-paced environment with high expectations.

As a very busy and integral member of the Sales Support Team, you will take ownership of export orders from receipt through to delivery and after-sales service, bringing strong experience of shipping methods, Incoterms and post-Brexit requirements to ensure a seamless, high-quality customer experience.

Working alongside your Sales Support colleagues, you will also cover and pitch in across wider sales support and supply chain activities as needed, including during holidays, absences and peak trading periods, so that every customer, in the UK or overseas, receives a 5-star experience.

KEY RESPONSIBILITIES

Export Sales Administration (main focus of the role)

• Process export orders accurately and within agreed timelines, ensuring compliance with customer requirements and country-specific regulations.
• Manage orders end-to-end, from order receipt through to delivery and after-sales support.
• Evaluate incoming orders against system information, ensuring they are in line with agreed commercial terms and customer requirements.
• Take ownership of assigned orders, following through until completion and proactively resolving any issues that arise.
• Handle internal and external queries relating to customer orders in a timely and professional manner.
• Arrange shipments with freight forwarders, including obtaining quotations, negotiating rates and ensuring cost-effective delivery solutions.
• Liaise with third-party warehouses, logistics providers and customers to coordinate dispatch and delivery.
• Prepare and manage all export documentation, including commercial invoices, packing lists, certificates of origin, certificates of free sale, BSE certificates and EUR1 customs documentation.
• Use commodity codes and tracking systems to support smooth export processes.
• Maintain accurate records and ensure all documentation meets regulatory and customer requirements.

Sales Support Team: cover and collaboration

• Provide cover for Sales Support colleagues during holidays, absence and peak periods, including processing UK customer orders accurately and on time during high-volume times of the year.
• Process orders, and raise documentation related to customer requirements and orders when required, e.g. new line forms.
• Support day-to-day communication with our third-party logistics (3PL) provider and the Amazon Vendor Central platform when covering for the team.
• Help investigate and resolve credit claims in a timely manner.
• Work closely with the International Account Manager, Regional Sales Team and all other internal departments and stakeholders to meet sales and service objectives.
• Upsell and offer customers alternative products where appropriate.
• Look for ways to streamline department functions and give customers a 5-star experience.

REQUIRED SKILLS AND EXPERIENCE

• Proven experience in export sales administration or a similar role, ideally with a minimum of 2 years in a sales support or export environment, preferably FMCG.
• Strong understanding of Incoterms, international shipping methods and post-Brexit export requirements.
• Experience working with freight forwarders
• Experience in sales order processing, with strong attention to detail and accuracy in orders and documentation.
• Medium to advanced user of the Microsoft Office suite, with advanced Excel skills (VLOOKUPs).
• Numerate and highly organised, with the ability to multitask, manage multiple priorities and meet deadlines.
• Excellent communication and interpersonal skills, with the confidence to liaise with internal teams, international customers and external partners.
• Fluent in spoken and written English.
• Proactive, flexible and solution-oriented, a genuine team player happy to pitch in wherever needed.
• Experience dealing with third-party logistics (3PL) providers.
• Familiarity with Amazon Vendor Central.
• Experience of stock reconciliations, data management and credit claim investigation.
• Understanding of the end-to-end supply chain.

If you are prepared to work hard and hit the ground running with a real can-do, team-first attitude, this will be the perfect role for you.