Proforma Invoice Specialist | Export Documentation Coordinator
Role Overview
Manage proforma invoice preparation and export documentation for international trade transactions.
Coordinate invoice preparation, document verification, orders, shipping documentation, and communication with customers, logistics partners, suppliers, and internal departments.
Ensure commercial documents are accurate and consistent with customer orders, sales agreements, shipping instructions, and applicable export requirements.
Key Skills for This Role
Full Job Posting
Role overview
Manage proforma invoice preparation and export documentation for international trade transactions.
Coordinate invoice preparation, document verification, orders, shipping documentation, and communication with customers, logistics partners, suppliers, and internal departments.
Ensure commercial documents are accurate and consistent with customer orders, sales agreements, shipping instructions, and applicable export requirements.
Responsibilities
- Prepare, review, and issue proforma invoices based on approved quotations, purchase orders, and customer requirements.
- Verify product descriptions, item codes, quantities, prices, currencies, discounts, and invoice totals; confirm commercial and delivery terms.
- Check purchase orders against quotations, contracts, and order confirmations; coordinate invoice details with sales teams.
- Prepare commercial invoices, packing lists, order confirmations, shipping instructions, and other export documents.
- Coordinate shipping information and verify consignee, addresses, product specifications, origin, and shipment details.
- Work with freight forwarders, shipping agents, customs brokers, customers, warehouses, suppliers, and logistics providers on documents and shipment readiness.
- Coordinate certificates and supporting documents; support bills of lading, air waybills, customs clearance, trade finance, and letter-of-credit submissions.
- Maintain records, track approvals and revisions, coordinate payment confirmations, and follow up on missing information.
- Monitor document and shipment deadlines, resolve errors and queries, prepare reports, and support export compliance.
- Identify recurring errors, improve templates and workflows, protect confidential records, and assist with audits.
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 and commercial invoices, purchase orders, packing lists, shipping documents, and export procedures.
- Ability to verify calculations and manage multiple invoices, orders, shipments, and documentation deadlines.
- Proficiency in Microsoft Excel, Word, and other office productivity tools.
- Strong communication, organization, time management, problem-solving, document-control, and discretion skills.
- Knowledge of Incoterms is advantageous; ERP or order-management platform familiarity is an advantage.
- Familiarity with shipping modes, customs documents, letters of credit, export compliance, or a relevant second language may be beneficial.
What the employer offers
- Competitive salary and comprehensive employee benefits.
- Professional development and exposure to international trade, shipping, compliance, customers, and logistics partners.
- Opportunities to contribute to process improvements and develop expertise in export documentation.
- Support for relevant international trade, logistics, and supply chain certifications.
- Potential career progression into senior export documentation or trade operations roles.
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