Export Coordinator

Title:                                   Export Co-ordinator

Responsible to:                Marie Lockwood/Anne Barr

Reporting to:                    Julie Freer/Anne Barr

Department:                     Customer Services/Retail


The Brief

The position of Export Co-ordinator is to provide export knowledge, implement processes/procedures and to provide the support required for the growth of our export business initially for the Rose and Co brand, moving to other brands including Eyelash Emporium.

Key Responsibilities

  • Implementing the correct certification and legal documents such as: letter of authorisation, health/hygiene certificates/ GMP certificates, certificate of origin/compliance/formulation, product registration, EN71 certificates, NDA, frame formulations, power of attorney and free sale certificates
  • Export knowledge of EU and ROW export requirements
  • Processing of orders with specific delivery notes, packing lists and invoices as required
  • To offer a high level of customer care, with excellent communication in general, specifically order acknowledgement, out of stocks, order despatch and order delivery date
  • Knowledge of territory regulation standards e.g. FDA/SFDA/ASEAN
  • Custom procedures and tariffs including knowledge of incoterms, insurance requirements, commodity codes and VAT obligations
  • Shipping requirements – pallet types, packaging restrictions and documentation
  • Transport coordination and required paperwork
  • Obtaining Bill of lading/proof of shipment and proof of delivery

Other Responsibilities

  • Product assembly and transfer order
  • Ability to structure new reports and collate information confidently
  • Working with label suppliers/manufacturers for product labels in the correct languages for compliance
  • Pricing in countries of exports and currencies if required
  • B2B and B2C trading
  • Ensure written procedures for contingency are completed and updated regularly
  • Provide export overview and training in processes and requirements to key members
  • Excellent customer services and general administrative duties
  • Deal with customer enquiries as required
  • Arranging product samples to customers and export accounts
  • Contribute to the continuous improvement of the export business
  • Attend training courses and supplier seminars to develop the relevant knowledge to aid business development
  • Assist with trade events
  • Meeting attendance – retail meetings, salon meetings, brand meetings, system training, product training, ten to ten meetings, marketing catch up, one 2 one’s and weekly catch ups
  • Liaise with the inhouse departments including brand/marketing, purchasing, warehouse operations, finance, customer services and sales
  • Health and safety policy and procedures to be followed and is the responsibility of all staff
  • Waste regulation documents
  • Compliance
  • Knowledge of WEEE regulations (other brands)
  • DGN (other brands)
  • Checklist for distributor agreements
  • Terms and conditions

Skills Required

  • Export knowledge
  • German speaker would be an advantage
  • Excellent use of excel and word
  • Strong analytical skills
  • Ability and confidence to make and prioritise decisions
  • Knowledge of NAV and power bi would be an advantage
  • Excellent telephone and email communication skills for liaison with suppliers
  • Face to face communication with senior members of Grafton International staff and other Grafton departments
  • To carry out all duties/tasks in a professional manner at all times
  • Ability to work under own initiative as well as part of a team, and prioritise workload

Performance and Measuring Results

Achievement of key objectives

Achievement of key performance indicators

Fulfilling your responsibilities

Retention of a harmonious working relationship with other teams within the company

Behaviour Competency

We do what we promise

We’re proud of our brands and exceptional service

We deliver results

Together works

The Benefits

This is a full time head office based position (8.30 am till 5.00 pm with an hour for lunch). Holiday entitlement is 20 days per year to be taken at any time in the year plus 3 further days to be taken at Christmas. Bank holidays are given in addition. Inclusion to company pension after successful completion of the probationary period. All out of pocket expenses. Very generous staff purchase scheme for all company products.


The company reserve the right to amend this job specification at any time in accordance with your employment contract.