Export Coordinator

Export Coordinator

Company: Nova Pharma Trading LLC
Department: Export / Logistics
Job Title: Export Coordinator
Reports To: Export Manager / Operations Manager
Location: Dubai, UAE
Employment Type: Full-Time

1. Job Purpose

The Export Coordinator is responsible for coordinating and supporting the company’s export operations, ensuring that customer orders are processed accurately and shipments are arranged and completed efficiently and in compliance with company procedures and applicable export, customs, and regulatory requirements.

The role involves coordinating with internal departments, customers, freight forwarders, shipping agents, suppliers, and other relevant parties to ensure timely documentation, shipment arrangements, and delivery of products to international customers.

2. Key ResponsibilitiesExport Operations

• Coordinate the end-to-end export process from order confirmation through shipment and delivery.
• Review export orders and ensure all required information is complete and accurate.
• Coordinate shipment schedules with customers, freight forwarders, shipping agents, and logistics providers.
• Arrange bookings for air, sea, road, or courier shipments as required.
• Monitor shipment status and provide regular updates to relevant internal teams and customers.
• Follow up on pending shipments, delays, customs clearance, and delivery issues.
• Ensure export shipments are handled according to agreed customer requirements and timelines.

Export Documentation

• Prepare and coordinate export documentation, including:
• Commercial Invoices
• Packing Lists
• Certificates of Origin
• Delivery Notes
• Air Waybills / Bills of Lading
• Export declarations and customs-related documents
• Health, Free Sale, or other product-related certificates where applicable
• Other documents required by the destination country or customer
• Verify that all shipping and commercial documents are accurate and consistent.
• Coordinate with relevant authorities and service providers for required documentation and certifications.
• Maintain organized records of export documents and shipment files.

Customer & Internal Coordination

• Communicate with international customers regarding order status, shipment schedules, documentation, and delivery requirements.
• Coordinate with Sales, Finance, Warehouse, Regulatory Affairs, Procurement, and other departments to ensure smooth export operations.
• Confirm product availability and coordinate with the warehouse for shipment preparation.
• Coordinate with Finance regarding payment status, invoices, and other requirements before shipment.
• Provide timely updates regarding shipment status, delays, or changes.

Freight Forwarders & Logistics Coordination

• Obtain and compare freight quotations when required.
• Coordinate with freight forwarders and shipping agents regarding bookings, rates, schedules, and documentation.
• Monitor freight and transportation costs and ensure they are aligned with approved quotations.
• Follow up on customs clearance and shipment delivery.
• Resolve operational issues with logistics providers and escalate major issues to the relevant manager.

Compliance & Record Keeping

• Ensure export activities comply with applicable UAE customs requirements and relevant destination-country requirements.
• Maintain accurate records of export transactions, shipping documents, customer correspondence, and shipment details.
• Ensure proper filing and traceability of export documentation.
• Support internal and external audits by providing required export records and documentation.
• Maintain export tracking reports and provide regular operational reports to management.

3. Key Performance Indicators (KPIs)

• Timely processing and dispatch of export orders.
• Accuracy and completeness of export documentation.
• On-time shipment and delivery performance.
• Effective coordination with freight forwarders and logistics providers.
• Minimization of shipment delays, documentation errors, and additional costs.
• Compliance with export and customs requirements.
• Timely and accurate updating of export records and reports.
• Customer satisfaction regarding export coordination and shipment support.

4. Qualifications & Experience

• Bachelor’s degree or diploma in Logistics, Supply Chain Management, International Business, Business Administration, or a related field.
• 2–4 years of experience in export coordination, logistics, shipping, or international trade.
• Experience in handling international shipments and export documentation.
• Knowledge of UAE customs and export procedures is an advantage.
• Experience in the pharmaceutical, healthcare, medical, veterinary, or FMCG industry is preferred.
• Good understanding of Incoterms and international shipping procedures.

5. Required Skills & Competencies

• Strong organizational and coordination skills.
• Excellent attention to detail, particularly in documentation.
• Good written and verbal communication skills.
• Strong follow-up and problem-solving abilities.
• Ability to manage multiple shipments and deadlines simultaneously.
• Good negotiation and vendor coordination skills.
• Proficiency in Microsoft Office, particularly Excel and Outlook.
• Ability to maintain accurate records and prepare reports.
• Ability to work effectively with internal and external stakeholders.
• Knowledge of ERP, logistics, or inventory management systems is an advantage.
• Ability to work under pressure and meet strict shipment deadlines.

6. Personal Attributes

The successful candidate should demonstrate:

• Accountability and reliability.
• Attention to detail and accuracy.
• Proactive follow-up.
• Professional communication.
• Teamwork and cooperation.
• Time management and prioritization.
• Flexibility and adaptability.
• Strong customer-service orientation.
• Confidentiality and professional integrity.

7. Working Relationships

Internal:

• Sales Department
• Finance & Accounts
• Warehouse & Logistics
• Procurement
• Regulatory Affairs
• Management
• Administration

External:

• International Customers
• Freight Forwarders
• Shipping Lines
• Airlines
• Customs Brokers
• Courier Companies
• Government and Regulatory Authorities
• Suppliers and other logistics service providers

8. General Responsibilities

• Perform duties in accordance with Nova Pharma Trading LLC policies, procedures, and applicable UAE laws and regulations.
• Maintain confidentiality of company, customer, supplier, and commercial information.
• Ensure professional communication and conduct when dealing with customers and external parties.
• Carry out any other reasonable duties related to export, logistics, and business operations as assigned by management.

Note: This job description is intended to provide a general overview of the position and may be amended from time to time according to the operational requirements of Nova Pharma Trading LLC.

Pay: AED2,415.46 - AED6,305.23 per month

Work Location: In person