Proforma Invoice Specialist | Export Documentation Coordinator

📄 We’re Hiring: Proforma Invoice Specialist | Export Documentation Coordinator🕒 Employment Type: Full-Time

💼 Level: Mid-Level to Senior

We are seeking a detail-oriented and organized Proforma Invoice Specialist | Export Documentation Coordinator to manage the preparation of proforma invoices, coordinate export documentation, and support international trade transactions. This role combines invoice preparation, export document verification, order coordination, shipping documentation, and communication with customers, freight forwarders, suppliers, and internal departments.

The successful candidate will ensure that commercial documents are accurate, complete, and consistent with customer orders, sales agreements, shipping instructions, and applicable export requirements. The ideal candidate has a strong understanding of international trade documentation, excellent numerical accuracy, and the ability to coordinate multiple shipments and documentation deadlines efficiently.

🎯 Key Responsibilities

Prepare, review, and issue proforma invoices based on approved quotations, purchase orders, and customer requirements.

Verify product descriptions, item codes, quantities, unit prices, currency, discounts, and total invoice values.

Confirm payment terms, delivery terms, shipment arrangements, and other commercial conditions before issuing invoices.

Coordinate with sales teams to ensure invoice details accurately reflect agreed customer requirements.

Review customer purchase orders and verify consistency with quotations, sales contracts, and order confirmations.

Prepare commercial invoices, packing lists, order confirmations, and other relevant export documents.

Coordinate the collection and verification of shipping information from customers, warehouses, suppliers, and logistics providers.

Ensure that export documentation is complete, accurate, and prepared within the required timelines.

Verify consignee details, ship-to addresses, product specifications, country of origin, and other relevant shipment information.

Coordinate with freight forwarders, shipping agents, and customs brokers regarding documentation requirements.

Assist with the preparation and coordination of certificates of origin, inspection certificates, and other supporting documents when applicable.

Support the preparation of shipping instructions and documentation required for bills of lading or air waybills.

Check that invoice values, product quantities, package details, and shipment information are consistent across related documents.

Maintain organized records of proforma invoices, commercial invoices, purchase orders, shipping documents, and customer correspondence.

Track invoice revisions, document approvals, outstanding information, and changes to customer orders.

Coordinate with finance teams regarding deposits, advance payments, outstanding balances, and payment confirmation.

Follow up with customers on invoice approvals, payment arrangements, and missing documentation.

Liaise with warehouse and logistics teams to confirm shipment readiness, packing details, and dispatch schedules.

Monitor shipment timelines and ensure that required export documents are available before dispatch.

Assist in resolving invoice discrepancies, documentation errors, shipment delays, and customer queries.

Maintain accurate invoice registers, export documentation logs, shipment records, and transaction files.

Support export compliance checks by verifying documentation against applicable company procedures and destination requirements.

Assist with document preparation for customs clearance, trade finance, letters of credit, or bank submissions where required.

Ensure that documents prepared for letter-of-credit transactions comply with the relevant documentary requirements and approved terms.

Coordinate document amendments when there are changes to pricing, quantities, delivery schedules, or shipment arrangements.

Support sales and business development teams by providing accurate documentation and timely transaction updates.

Prepare periodic reports on invoice issuance, order status, documentation completion, and shipment progress.

Identify recurring documentation errors and recommend improvements to templates, checklists, and internal workflows.

Maintain the confidentiality and security of customer information, pricing details, and commercial records.

Assist with internal audits and document reviews related to export transactions and trade administration.

✅ Requirements

Diploma or bachelor's degree in International Trade, Logistics, Supply Chain Management, Business Administration, Accounting, or a related field.

Relevant experience in export documentation, invoice administration, international trade, shipping coordination, or sales operations.

Understanding of proforma invoices, commercial invoices, purchase orders, packing lists, and shipping documentation.

Familiarity with international trade processes, export procedures, and commercial transaction requirements.

Knowledge of Incoterms and their implications for delivery responsibilities, costs, and risk allocation is advantageous.

Ability to verify invoice calculations, quantities, unit prices, discounts, taxes where applicable, and total transaction values.

Strong attention to detail when preparing and reviewing commercial documents.

Proficiency in Microsoft Excel, Word, and other office productivity tools.

Familiarity with ERP systems, order management platforms, or export documentation software is an advantage.

Understanding of shipping processes involving sea freight, air freight, and other international transportation methods.

Familiarity with bills of lading, air waybills, certificates of origin, and customs documentation is beneficial.

Knowledge of documentary requirements for letters of credit and other trade finance arrangements is advantageous.

Strong written and verbal communication skills for coordinating with customers, suppliers, freight forwarders, and internal teams.

Ability to manage multiple invoices, customer orders, shipments, and documentation deadlines simultaneously.

Strong organizational and time-management skills.

Ability to investigate discrepancies and resolve documentation issues efficiently.

Understanding of document control, version management, record retention, and approval procedures.

Familiarity with export compliance requirements in the relevant jurisdiction and destination markets.

Ability to handle commercially sensitive information with discretion and professionalism.

Strong problem-solving skills and a proactive approach to improving administrative processes.

Ability to work independently while coordinating effectively with cross-functional teams.

Experience supporting international customers and overseas shipments is preferred.

Knowledge of a second language relevant to the company's trading markets is an advantage.

Commitment to accuracy, customer service, compliance, and continuous improvement.

🌟 What We Offer

Competitive salary and comprehensive employee benefits.

Opportunities to develop expertise in export documentation and international trade operations.

Professional development in shipping procedures, trade compliance, and commercial documentation.

Exposure to international customers, suppliers, freight forwarders, and logistics partners.

Opportunities to collaborate with sales, finance, warehouse, procurement, and logistics teams.

Access to relevant ERP systems, documentation tools, and professional learning resources.

A structured working environment focused on accuracy, efficiency, and customer satisfaction.

Opportunities to contribute to documentation standardization and process improvement initiatives.

Support for relevant international trade, logistics, and supply chain certifications.

Opportunities to strengthen administrative, analytical, and international coordination skills.

Career progression toward Senior Export Documentation Specialist, Trade Operations Executive, Export Documentation Manager, or International Trade Operations Manager.

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