Role Specification: Export Operations Coordinator
Role Summary:
Reporting to the Export Manager, the Export Operations Coordinator is responsible for
coordinating international customer orders from order receipt through to despatch,
documentation and customer follow-up. The role works closely with Sales, Production,
Quality Assurance, Supply Chain, freight partners and external authorities to ensure
export orders are completed accurately, compliantly and on time.
The Export Operations Coordinator plays a pivotal role within the Export function,
acting as the key link between international customers and internal operations. The role
manages the end-to-end export order process, ensuring orders are processed
accurately, documentation is completed correctly and products are delivered efficiently
and on time across global markets.
Working closely with cross-functional teams, the Export Operations Coordinator
manages export order coordination, documentation, customer communication and
workflow management to deliver exceptional customer service and operational
excellence. As the business continues to grow, the role will also support process
improvements, efficiency initiatives and new business requirements within the Export
function.
Success in this role will be measured by accurate and timely export order processing,
high-quality customer communication, compliant export documentation, reliable order
tracking and effective collaboration with internal and external stakeholders.
Key Responsibilities
Customer Relationship Management
- Act as the primary point of contact for export orders, providing timely,
professional and solutions-focused communication.
- Build and maintain strong customer relationships through exceptional service,
proactive communication and prompt resolution of enquiries.
- Work with customers to coordinate shipment schedules and manage changes to
delivery requirements.
- Manage incoming export enquiries through the Freshdesk portal, ensuring all
enquiries are responded to in a timely and professional manner.
Order Coordination & Fulfilment
- Deliver the end-to-end export order process, processing orders accurately,
creating invoices, raising despatches and ensuring orders are delivered on time
and meet customer expectations. Prepare and manage export documentation, including Certificates of Origin,
stock movement requests and other regulatory documentation, ensuring
compliance with customer, country-specific and legislative requirements.
- Manage order workflows, lead times and potential risks, proactively resolving
issues before they impact customers.
- Maintain the Live Export Order tracker, providing clear status updates to both
customers and internal stakeholders.
- Maintain a thorough understanding of each customer's requirements,
preferences and order history to support accurate order fulfilment.
- Maintain accurate customer data, including invoicing details, pricing and
payment terms, ensuring records are up to date and aligned across internal
teams to support accurate order processing, invoicing and customer payment
expectations.
- Manage the export inbox, ensuring enquiries are responded to promptly and
professionally.
- Monitor customer order forecasts and communicate any changes to internal
stakeholders to support production planning.
- Maintain accurate and organised export documentation to support order
management and future reference.
Cross-Functional Collaboration
- Collaborate closely with Sales, Marketing, Operations, Production, Quality
Assurance and Supply Chain teams to ensure seamless execution of export
orders.
- Liaise with external partners, including warehouses, freight forwarders, shipping
agents and government authorities, to ensure all export documentation is
accurate, compliant and submitted on time.
- Provide accurate and timely product and order information to internal
stakeholders to support business operations and customer requirements.
- Support continuous improvement initiatives by identifying opportunities to
enhance communication, workflow efficiency and export processes.
Continuous Improvement & Role Evolution
- Review and improve export coordination processes, documentation and product
data management.
- Recommend and implement initiatives that improve efficiency, accuracy and
customer experience.
- Contribute to the ongoing development of the Export function as business
requirements evolve.
- Opportunity to help shape and grow the Export department as the business
continues to expand.
Skills and Experience Required
Essential Highly organised with exceptional attention to detail and strong administrative
skills.
- Experience processing and coordinating export operations, international logistics
or supply chain activities.
- Experience processing international customer orders and export documentation.
- Experience using ERP, inventory management or order management systems.
- Ability to manage multiple priorities while maintaining accuracy under tight
deadlines.
- Excellent written and verbal communication skills.
- Strong stakeholder management skills with the ability to work effectively across
multiple departments.
- Proven ability to manage competing priorities, identify risks and implement
practical solutions in a fast-paced environment.
Desirable
- Experience within FMCG, food & beverage, manufacturing or consumer goods.
- Knowledge of international shipping, logistics and export compliance
requirements.
- Wine industry experience, including familiarity with the Wine Australia portal and
VI-1 certificates required for European countries, would be helpful but is not
essential.
Role Attributes
- Takes ownership and demonstrates a high level of accountability.
- Proactive, solutions-focused and able to work independently.
- Customer-focused with a commitment to delivering excellent service.
- Collaborative and able to build strong working relationships across the business.
- Adaptable and comfortable working in a growing business where responsibilities
continue to evolve.
- Demonstrates a continuous improvement mindset
Pay: $68,000.00 – $75,000.00 per year
Benefits:
- Employee discount
- Parental leave
- Travel reimbursement
Work Location: In person
