Proforma Invoice Specialist | Export Documentation Coordinator

Role overview

Invoices and order coordination

• Prepare, review, and issue proforma invoices from approved quotations, purchase orders, and customer requirements.
• Verify product descriptions, item codes, quantities, unit prices, currencies, discounts, and invoice totals.
• Confirm payment and delivery terms and shipment arrangements before issuing invoices.
• Coordinate with sales and review customer purchase orders against quotations, contracts, and order confirmations.

Export and shipping documentation

• Prepare commercial invoices, packing lists, order confirmations, and other relevant export documents.
• Collect and verify shipping information from customers, warehouses, suppliers, and logistics providers.
• Coordinate with freight forwarders, shipping agents, and customs brokers on documentation requirements.
• Assist with certificates of origin, inspection certificates, shipping instructions, bills of lading, and air waybills.
• Check document consistency and ensure export paperwork is complete, accurate, and ready within required timelines.

Administration and coordination

• Maintain invoice registers, export documentation logs, shipment records, transaction files, and customer correspondence.
• Track invoice revisions, approvals, outstanding information, and customer order changes.
• Coordinate with finance on deposits, advance payments, balances, and payment confirmation; follow up on invoice approvals and missing documents.
• Coordinate shipment readiness and dispatch schedules with warehouse and logistics teams; monitor timelines and assist with resolving discrepancies, errors, delays, and customer queries.
• Support export compliance checks, customs clearance, trade finance, letters of credit, document amendments, periodic reporting, audits, and process improvements.
• Maintain confidentiality of customer information, pricing, and commercial records.

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 invoices, purchase orders, packing lists, shipping documents, export procedures, and commercial transactions.
• Ability to verify invoice calculations and handle multiple invoices, orders, shipments, and deadlines.
• Strong document accuracy, organization, time management, communication, problem-solving, and discrepancy-resolution skills.
• Proficiency in Microsoft Excel, Word, and other office tools; familiarity with document control, version management, record retention, and approvals.
• Understanding of sea freight, air freight, export compliance, destination requirements, and commercially sensitive information.

Advantageous knowledge

• Knowledge of Incoterms is advantageous.
• ERP, order management, or export documentation software familiarity is an advantage.
• Familiarity with bills of lading, air waybills, certificates of origin, and customs documentation is beneficial.
• Knowledge of letters of credit and other trade finance documentation is advantageous.
• International customer and overseas shipment experience is preferred; a second language relevant to trading markets is an advantage.

What the employer offers

• Competitive salary and comprehensive employee benefits; no compensation amount or cadence is specified.
• Professional development in export documentation, shipping procedures, trade compliance, and commercial documentation.
• Exposure to international customers, suppliers, freight forwarders, and logistics partners, and collaboration across sales, finance, warehouse, procurement, and logistics.
• Access to ERP systems, documentation tools, learning resources, and support for relevant trade, logistics, and supply chain certifications.
• Opportunities to contribute to standardization and process improvement and progress toward senior specialist, trade operations, or management roles.