Export Assistant

Support the sales operations by coordinating logistics, documentation, and customer communication, ensuring timely and efficient delivery of goods to the relevant markets, while preparing, processing, and reconciling invoices and payments.

Job Description:

• Prepare CARICOM invoices for shipments and email to Brokers to facilitate the preparation of accurate shipping documentation. 

• Process Customs Declarations and Certificates of Origin on TTBiz Link and follow up with ExporTT to secure timely approvals for all shipments. 

• Verify all Customs Declarations and Certificates of Origin to ensure accuracy and compliance with export regulations. 

• Submit weekly drawdowns for ExporTT to Finance and maintain float/account balance to ensure funds are available for export-related expenses. 

• Prepare shipping documents for each shipment to guarantee accuracy and compliance with export requirements. 

• Maintain the export matrix with DHL data, insurance certificates, and Customs receipts to provide accurate records for tracking and audits. 

• Scan insurance certificates and assist with preparing the monthly insurance package to support the Insurance Broker and ensure adequate coverage. 

• Maintain stock of container seals and weigh bridge tickets and liaise with Customs Broker to ensure adequate supply for export activities. 

• Review invoices received from shipping lines and submit to Export Assistants to support verification and payment processing. 

• Compile and forward monthly container volumes to Procurement to provide accurate data for planning and supplier management. 

• Assist with organizing commercial invoices for customers to ensure timely provision of required documentation. 

• Complete daily filing of shipping documents and archive files to maintain accurate and accessible records.  

• Act as a backup support to the Sales Assistants to ensure business continuity during peak season, vacation and unplanned absences. 

• Perform any other related duties as may be required to support the achievement of departmental and company goals. 

Education and Experience Requirements:

• At least 5 CXC O’ Levels 
• Diploma in Business Administration or related field.
• Export documentation and regulatory compliance (TTBiz Link, CARICOM, ExporTT processes). 
• HSSE training related to shipping and documentation handling. 
• ERP or export management systems training. 
• Understanding of Customs brokerage processes and shipping line procedures. 
• Customer service and communication training.