Import - Export & Sales Admin Executive

Import - Export Documentation Management:

• Direct the preparation, auditing, and maintenance of all international trade documentation, ensuring full compliance and accuracy prior to release.

• Serve as the main operational liaison with freight forwarders, shipping carriers, and logistics service providers to monitor vessel schedules and cargo dispatch.

• Manage end-to-end logistics coordination efficiently without being required to perform direct customs declaration procedures.

Sales Administration & Commercial Support (~30% of workload):

• Maintain active engagement and regular contact with existing enterprise clients.

• Draft, evaluate, and track commercial sales contracts and operational agreements.

• Generate commercial documentation including Quotations, Purchase Orders (PO), and Sales Confirmations.

• Monitor order execution cycles from initial contract execution through fulfillment, delivery, and payment settlement.

• Execute accurate data processing and workflow tracking using internal ERP software.

Domestic Trade Documentation:

• Prepare and track sales documentation for domestic commercial operations.

• Collaborate closely with the Accounting department for the timely issuance of standard Value Added Tax (VAT) invoices.

• Prepare and verify delivery receipts, handover certificates, debt reconciliation statements, and related trade records.

• Systematically archive order files and documentation to support periodic reconciliation, settlement, and external audits.

Banking & Payment Documentation:

• Structure and compile international trade settlement documentation ($T/T$, $L/C$).

• Coordinate directly with commercial banking partners for opening, amending, and finalizing Letter of Credit ($L/C$) transactions.

• Monitor receivables, payment timelines, and outstanding transaction files.

Gender & Age: Male/Female, under 35 years old.

Education: Bachelor's degree in Foreign Trade, International Business, Logistics, Import-Export, Commerce, or related fields.

Experience:

• Minimum 3 to 5+ years of experience in Import-Export Documentation or Documentation cum Sales Admin, preferably in the steel industry or related sectors such as machinery, industrial equipment, etc.

• Proven experience in drafting and managing commercial contracts, import-export documentation, and domestic sales documents.

Languages: Proficient in English for reading comprehension, business email correspondence, and contract handling. Candidates with strong English combined with Japanese or Chinese language skills are highly preferred.