Export and Sales Administration Manager

Description

Reporting to the Core Operations Manager, the Export and Sales Administration Manager is responsible for overseeing the preparation and processing of paperwork for domestic and international shipments; including despatch notes, commercial invoices, customs licences, and other legal documents required to ensure compliance with current legislation. Working with other departments to ensure timely despatch of customer orders, and preparation and timely submission of all compliance returns. In addition, the Export and Sales Administration Manager is responsible for ensuring new orders are processed accurately and managing customer communications for service and repair business.

Department: Operations

Location: Bicester, United Kingdom

Key Responsibilities

Team Leader for the Export and Sales Administration Team

• Responsibilities are as shown in the team leader role description and applied to the Export and Sales Administration Team.

Sales Administration and Order Entry

• Receiving customer orders; comparing against quotations; working with other departments to resolve order queries; setting up new accounts; agreeing payment terms; preparing and sending sales acknowledgments (confirming lead times) to customers whilst also adhering to company policies and legal requirements.
• Ensuring all purchase orders have accurate and necessary information including pricing and end user information before processing.
• Coordinating with Operations to determine work required on units that have been returned for repair and provide end users and representatives with accurate quotations
• Providing information to channel partners on production capacity.
• Maximise sales for the OxTS returns business by working closely with channel partners to promote and schedule repairs and calibrations, ensuring returns orders are priced appropriately and delivering a high level of customer service
• Provide visibility of expected returns business with regular updates to the returns ‘Sales Order Monitor’ scheduling board based using timely information.
• Raising customer sales invoices, proforma invoices, and credits using commercial software whilst also adhering to company policies.
• Uploading invoices into Sage Accounts, ensuring correct exchange rates are used.
• Executing 123 Insight Period End and reviewing sales invoices credit & sales orders reports.
• Issuing weekly China sales order book information

Internal Sales Operations

• Maintain an understanding of orders and the opportunity pipeline within each AOF in the short to medium term to assist the business with forecasts and updates on business trends.
• Maintain an understanding of best practice across processes in internal sales and conform to internal sales processes. Ensure that internal process performance information is collected. Use these to drive continual improvement across in internal sales.
• Ensure that capable systems, processes, and people are in place to support efficient internal sales operations in each AOF.

Customer Support (Internal and External)

• Assisting with complex queries regarding orders, shipments, and compliance from internal departments.
• Ensuring customers are fully informed with all relevant information regarding their orders and shipments.
• Managing day to day operational requirements to ensure high levels of customer satisfaction by proactively working with other departments. e.g. daily issuing of the next day’s shipment list, and working with the Production Manager to check works order status of shipments due during the next week.
• Providing data for Management Team Meetings
• Providing Repair and Service status updates to the Commercial department as required.

Exporting and Couriers

• Overseeing and contributing to the preparation of export and customs documentation in compliance with legal obligations; working with channel partners to receive completed original EUU documentation; applying for export licences and checking that they are correct; ensuring that paperwork for shipments is complete and correct prior to dispatch; filing paperwork; and maintaining records in readiness for government audits.
• Checking customs documentation such as import/export declarations and submitting MSS reports to HMRC, resolving queries, and keeping records accurate and up to date.
• Review of Letter of Credit, EUR1, Certificates of Origin and other export documents that may be required.
• Ensuring that paperwork is produced to comply with requirements for the import and export of goods. Double checking all orders as they are processed to make sure the correct licences are used (e.g. UK OGEL for repairs). Managing and developing systems to comply with requirements of Export Control, giving attention to specific regional customs requirements and correct use of approved exporter status.
• Detailed communication internally and externally on all export matters, including training/advising customers with customs queries.
• Reviewing product bills of materials (BoMs) for % of components with GB origin annually or for new products.
• Conducting monthly and annual reporting of licenses, and other legal requirements (e.g. OIEL report for ECO, and WEEE returns).
• Responsible for monitoring our courier’s performance in processes and deliveries, managing export costs, checking, and approving invoices.

Compliance

• Take all reasonable steps to ensure team's compliance with relevant statutes, regulations, and company policies.
• Checking current legislation to ensure processes are compliant (e.g. using I-Croner website).
• Responsible for administering import and export compliance programs, ensuring policies and procedures comply with both government regulations & company policies, and are consistent with industry best practices.
• Responsible for submitting all compliance returns accurately and on time.
• Identify and oversee the mitigation of business risks, particularly those of a commercial nature.
• Accountable for ensuring compliance with general commercial law, as well as country-specific commercial law in the territories products are sold into.
• Updating the compliance registers of OxTS UK & OxTS Inc.

Confidentiality and Record Keeping

• Responsible for ensuring the maintenance of accurate electronic and paper-based records required to meet compliance obligations, including filing of electronic folders once all export entries have been checked against MSS Reports.
• Responsible for following practical steps to ensure and protect the confidentiality of information.
• Responsible for ensuring that the Export and Sales Administration team adhere to confidentiality protocols.

Other

• Ensuring processes are efficient and in line with company plans, strategic objective and values.
• Ensuring that staff are appropriately trained and supported in carrying out work as defined by the operating procedures and work instructions.
• Manage the relevant shared inbox.
• Review and close all shipping/Export related Improvement Reports in timely manner.
• Review and close all shipping/Export related right first-time issues in a timely manner.
• Attend New Product Development (NPD) meetings and provide guidance on Import/Export matters.
• Attend Management Team Meetings as required by the Operations Manager
• Other duties as agreed

Skills, Knowledge and Expertise

• Ensuring processes are efficient and in line with company plans, strategic objective and values.
• Ensuring that staff are appropriately trained and supported in carrying out work as defined by the operating procedures and work instructions.
• Manage the relevant shared inbox.
• Review and close all shipping/Export related Improvement Reports in timely manner.
• Review and close all shipping/Export related right first-time issues in a timely manner.
• Attend New Product Development (NPD) meetings and provide guidance on Import/Export matters.
• Attend Management Team Meetings as required by the Operations Manager
• Other duties as agreed

Benefits

• Discretionary annual profit share bonus
• 27 days annual leave plus bank holidays
• 5% employee and 5% employer contributions through our via our salary sacrifice workplace pension scheme
• Group Income Protection Insurance Scheme
• Private Medical Insurance
• Death In Service Scheme
• Electric Vehicle Scheme
• Smart casual dress code

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