Export Sales Administrator; FMCG

Established in London in 2000, Heathcote & Ivory quickly achieved success and has grown into a lifestyle brand supplying all major premium retailers in the UK and exporting to over 35 countries worldwide. We are passionate about creating beautiful brands and collections within bath and body, home fragrance and gifting, made with high-quality ingredients. Our collections are stocked in renowned retailers, independent boutiques and specialist online partners, both in store and online, across the globe.

We are seeking an experienced Export Sales Administrator to join our busy Sales Support Team. This is a key role supporting our global export operations, working with customers across more than 35 countries in a fast-paced environment with high expectations.

As a very busy and integral member of the Sales Support Team, you will take ownership of export orders from receipt through to delivery and after-sales service, bringing strong experience of shipping methods, Incoterms and post-Brexit requirements to ensure a seamless, high-quality customer experience.

Working alongside your Sales Support colleagues, you will also cover and pitch in across wider sales support and supply chain activities as needed, including during holidays, absences and peak trading periods, so that every customer, in the UK or overseas, receives a 5-star experience.

Export Sales Administration (main focus of the role)

• Process export orders accurately and within agreed timelines, ensuring compliance with customer requirements and country-specific regulations.
• Manage orders end-to-end, from order receipt through to delivery and after-sales support.
• Evaluate incoming orders against system information, ensuring they are in line with agreed commercial terms and customer requirements.
• Take ownership of assigned orders, following through until completion and proactively resolving any issues that arise.
• Handle internal and external queries relating to customer orders in a timely and professional manner.
• Arrange shipments with freight forwarders, including obtaining quotations, negotiating rates and ensuring cost-effective delivery solutions.
• Liaise with third-party warehouses, logistics providers and customers to coordinate dispatch and delivery.
• Prepare and manage all export documentation, including commercial invoices, packing lists, certificates of origin, certificates of free sale, BSE certificates and EUR1 customs documentation.
• Use commodity codes and tracking systems to support smooth export processes.
• Maintain accurate records and ensure all documentation meets regulatory and customer requirements.

Sales Support Team: cover and collaboration

• Provide cover for Sales Support colleagues during holidays, absence and peak periods, including processing UK customer orders accurately and on time during high-volume times of the year.
• Process orders, and raise documentation related to customer requirements and orders when required, e.g. new line forms.
• Support day-to-day communication with our third-party logistics (3PL) provider and the Amazon Vendor Central platform when covering for the team.
• Help investigate and resolve credit claims in a timely manner.
• Work closely with the International Account Manager, Regional Sales Team and all other internal departments and stakeholders to meet sales and service objectives.
• Upsell and offer customers alternative products where appropriate.
• Look for ways to streamline department functions and give customers a 5-star experience.

• Proven experience in export sales administration or a similar role, ideally with a minimum of 2 years in a sales support or export environment, preferably FMCG.
• Strong understanding of Incoterms, international shipping…