Export Coordinator

Aljameel International Co. Ltd - Kinza Beverages Division is seeking an experienced and highly skilled Export Coordinator to manage our international order processing from inception to completion. The ideal candidate will have extensive experience in export operations across the GCC, Middle East, and countries on all continents. Exceptional communication skills in both Arabic and English are essential, and experience with SAP S/4HANA is a significant advantage.

Key Responsibilities:

1. Customer Order Management
   • Receive and Process Orders:
   • Act as the primary point of contact for export customers worldwide.
   • Receive purchase orders and verify customer requirements.
   • Quotations and Proforma Invoices:
   • Prepare and issue quotations based on customer inquiries.
   • Upon acceptance, issue proforma invoices promptly.
   • Credit Management:
   • Verify that sales to customers with credit arrangements are within the approved credit limits.
   • Monitor customer accounts to prevent exceeding credit limits.
   • Coordinate with the finance department to update credit information as necessary.
   • Payment Collection:
   • Proactively chase overdue payments in coordination with the finance department.
   • Communicate with customers to ensure timely settlement of invoices.
2. Documentation and Compliance
   • Letter of Credit (LC) Management:
   • Review and analyse LC terms and conditions for compliance.
   • Coordinate with banks and customers to amend LCs as necessary.
   • Export Documentation:
   • Prepare all required export documents, including commercial invoices, packing lists, certificates of origin, and any other documentation as per LC and country-specific requirements.
   • Ensure all documents comply with international trade regulations and customer specifications.
   • Implement a double-check system for all documents to minimize errors.
   • Excise Tax Exemption:
   • Obtain proof of export documents, such as the "Customs Bayan," from customs agents.
   • Submit the Customs Bayan to the finance department for submission to ZATCA (Saudi Tax Authority) to obtain Excise Tax exemptions.
   • Regulatory Compliance:
   • Ensure compliance with Saudi Arabian export laws and regulations, including those set by SAGIA, SASO, SFDA, and other regulatory bodies.
   • Manage Halal certification processes and other relevant certifications required for beverage exports.
3. Production and Logistics Coordination
   • Internal Coordination:
   • Issue purchase orders to the production department based on confirmed orders.
   • Liaise with production to monitor manufacturing schedules and ensure timely availability of products.
   • Shipping Arrangements:
   • Arrange transportation via land for shipments within the GCC and neighbouring countries.
   • Coordinate international shipping arrangements for global destinations, including booking shipping containers with freight forwarders or shipping lines.
   • Ensure compliance with shipping schedules and route optimization.
   • Warehouse Coordination:
   • Work closely with warehouse staff to organize the loading of goods.
   • Ensure proper packaging and labelling as per international standards and customer requirements.
   • Logistics Provider Management:
   • Manage relationships with freight forwarders, shipping lines, and logistics providers.
   • Negotiate shipping rates and service agreements to optimize costs and service levels.
4. Financial Transactions and Compliance
   • Billing and Invoicing:
   • Issue commercial invoices in accordance with LC terms and company policies.
   • Verify all financial documents for accuracy.
   • Bank Coordination:
   • Submit required documents to banks for payment collection under LC terms.
   • Monitor payment status and ensure timely receipt of funds.
   • Excise Tax Exemption:
   • Coordinate the collection of necessary customs documents for proof of export.
   • Assist the finance team in submitting necessary documents to ZATCA to obtain Excise Tax exemptions.
5. Communication and Customer Service
   • Client Relations:
   • Maintain strong relationships with export customers through effective communication in Arabic and English.
   • Provide regular updates on order status, shipment schedules, and any issues that may arise.
   • Problem Resolution:
   • Address and resolve any discrepancies or issues related to orders, documentation, or shipments promptly.
   • Market Intelligence:
   • Gather feedback from customers and stay informed about market trends to identify new business opportunities and coordinate with Marketing Department.
6. Compliance and Regulatory Affairs
   • Regulatory Knowledge:
   • Stay updated on international trade laws, export regulations, and customs procedures globally.
   • Ensure all export activities are compliant with local and international regulations.
   • Government Relations:
   • Liaise with government agencies such as customs and port authorities to facilitate smooth export operations.
   • Manage relationships with regulatory bodies in Saudi Arabia, including SAGIA, SASO, and SFDA.
   • Quality and Certification Management:
   • Ensure products meet international quality standards and certification requirements (e.g., ISO, HACCP).
   • Coordinate with quality assurance teams to obtain necessary certifications and compliance documents.
7. Additional Responsibilities
   • Environmental and Safety Compliance:
   • Ensure that all export operations adhere to environmental and safety regulations.
   • Training and Development:
   • Assist in training junior staff members on export procedures and documentation.
   • Process Improvement:
   • Identify areas for improvement in export processes and implement best practices to enhance efficiency.
   • Reporting:
   • Prepare regular reports on export activities, shipment status, and financial transactions for management review.

Qualifications:

1. Education:
2. Bachelor's degree in International Business, Logistics, Supply Chain Management, or a related field.
3. Experience:
4. Minimum of 5 years of experience in export coordination or international logistics, preferably in the beverage industry.
5. Proven experience with Letters of Credit and international payment terms.
6. Experience with SAP S/4HANA is a significant advantage.
7. Technical Skills:
8. Proficiency in export documentation and understanding of Incoterms.
9. Familiarity with ERP systems; experience with SAP S/4HANA is highly desirable.
10. Strong computer skills, including Microsoft Office Suite.
11. Language Skills:
12. Fluency in Arabic and English is mandatory.

Key Competencies:

1. Communication Skills:
2. Exceptional verbal and written communication abilities in both Arabic and English.
3. Skilled in negotiating and maintaining positive relationships with international clients and stakeholders.
4. Attention to Detail:
5. Meticulous in reviewing documents and identifying discrepancies.
6. Ability to implement checks to ensure document accuracy.
7. Organizational Skills:
8. Strong ability to manage multiple tasks and deadlines simultaneously.
9. Efficient in coordinating between various departments and external parties.
10. Problem-Solving:
11. Proactive in identifying issues and implementing effective solutions.
12. Capable of handling unexpected challenges in a fast-paced environment.
13. Team Player:
14. Collaborative mindset with the ability to work effectively in cross-functional teams.
15. Supports colleagues and contributes to a positive work environment.
16. Customer Service Orientation:
17. Committed to providing exceptional service to clients.
18. Understands customer needs and strives to exceed expectations.

Additional Requirements:

1. Knowledge of International Trade Regulations:
2. Deep understanding of export laws, customs regulations, and compliance standards globally.
3. Familiarity with ZATCA regulations and processes for Excise Tax exemptions.
4. Knowledge of Saudi Arabian export procedures and documentation requirements.
5. Experience in the Beverage Industry:
6. Prior experience in beverage manufacturing and distribution is highly advantageous.
7. Certifications:
8. Professional certifications in export management, logistics, or supply chain (e.g., CILT, APICS) are desirable.

Reporting Structure:

• Reports To:
• The Export Coordinator will report directly to the Logistics/Supply Chain Manager.

About Us:

Aljameel International Co. Ltd - Kinza Beverages Division is a leading beverage manufacturing and distribution company committed to delivering high-quality products to our customers worldwide. We value innovation, excellence, and a dedication to customer satisfaction. Join our team and contribute to our global success story.