Export Specialist

Twin Oaks Foods Corporation; Quezon City; On-site; PHP 300,000 - 600,000; Full time

Job summary

Twin Oaks Foods Corporation is seeking an Export Coordinator to manage export documentation, coordinate with agencies, and ensure timely shipment processes from our Manila operations. The role involves preparing invoices, packing lists, and proforma documents, and maintaining accurate export records.

Strong Excel skills and proactive communication are essential to liaise with brokers, customers, and internal teams.

Qualifications

• Strong communication skills, both oral and written.
• Knowledge of local and international trading practices.
• Proficient in Microsoft Excel and data handling.
• Proven leadership and ability to guide teams.
• Collaborative, results-oriented and motivated.
• Able to listen, influence and negotiate with stakeholders.
• Ability to summarize information clearly and communicate effectively.

Responsibilities

• Coordinate with agencies (BAI, DOH, Veritas) on export documentation.
• Prepare draft Commercial Invoice, Packing List, and Letters to the Shipping Line for broker review.
• Update Export Loading Calendar and share with broker and internal teams.
• Monitor Credit and Debit memos related to exports.
• Encode and process new export orders in the system.
• Prepare Proforma Invoice for customers/buyers.
• Prepare final shipping documents (Commercial Invoice, Packing List, Proforma BL) for broker with Delivery Receipt as reference.
• Coordinate payments and forward slips to Finance and Accounting.
• Arrange and coordinate third-party inspections for selected shipments.
• Maintain organized filing of export documents per customer/shipment.
• Address export-related customer complaints promptly and effectively.
• Provide reports on export-related tasks as needed.

Skills

Oral & written comms

Trade knowledge (local & international

Microsoft Excel

Leadership

Team player

Negotiation

Info summarization

Job description

Export

• Coordinates with different institutions and government agencies in connection with export functions/documentations. (BAI, DOH, Veritas)

• Prepares export initial documents such as draft Commercial Invoice, Packing List, and Letter to Shipping Line which will be forwarded to the broker via email.

• Prepares and updates the Export Loading Calendar and forwards the same to the broker and concerned internal departments.

• Monitors Credit and Debit memos

• Encode and process new export orders in the system.

• Prepares the Proforma Invoice which will be forwarded to the customer/buyer.

• Prepares the final shipping documents such as Commercial Invoice, Packing List, and Proforma BL which will then be forwarded to the broker with Delivery Receipt as reference.

• Arranges payment and product samples to be coordinated with the Liaison Officer for DOH as requirement for the release of certificates necessary for shipments

• Maintains proper filing of export documents of each customer and each shipment.

• Schedules third party inspections for specific shipments

• Forwards and compiles shipping documents for all of the Export customers.

• Coordinates loading schedule to broker, Production and Warehouse team.

• Monitors container location for Export loading together with the broker

• Coordinates with customers regarding payments and forwards payment slips to finance & accounting department

• Handles customer complaints from the export market

• Addresses concerns and resolves issues of export customers in an urgent and timely manner

• Provides reports based on covered tasks as needed

QUALIFICATIONS

• Has good oral and written communication skills

• Knowledgeable in local and international trading

• Must be computer literate, preferably with advanced knowledge in Microsoft Excel

• Above-average leadership and communication skills

• Team-player, results-oriented and highly-motivated

• Ability to listen, influence and negotiate

• Ability to summarize information and communicate effectively