Export Sales Administration Assistant (M/F)

Export Sales Administration Assistant (M/F)

Founded in 1941, and based in Renens, Switzerland, TESA SA manufactures and markets precision measuring instruments, a guarantee of quality, reliability and longevity. For over 70 years, TESA has distinguished itself on the market for the excellence of its products, its unique expertise in micromachining and precision machining as well as its widely proven experience in the field of dimensional metrology. The TESA brand is the world leader in vertical measuring instruments and an iconic figure through its vast range of instruments including notably: calipers, micrometers, comparators, lever indicators and inductive probes. TESA establishes itself as a true reference in incoming inspection, production workshops and quality control laboratories. The company focuses on the following industries: mechanical, micromachining, automotive, aeronautical, watchmaking and medical via its international distribution network. Since 2023, TESA has been part of Hangzhu Great Star, a leading global supplier in industrial tooling.

The position
Our products go to all four corners of the world every day. Between an order in Singapore, a customs file for Brazil and a partial delivery to be decided with production, it is sales administration that fulfills the promise made to the customer.

For our Renens site, we are looking for an Export Sales Administration Assistant.

You will autonomously manage a portfolio of international customers, from the offer to the collection. You will ensure the accuracy of data in the ERP and the regulatory and documentary compliance of each shipment. As the reference contact for your customers, you know their files, anticipate contingencies and offer them a quality relationship, regardless of their country or language.

Your missions
Management of offers and the order book (ERP / SAP)

• Enter, control and follow up on offers and orders in SAP, up to invoicing.
• Manage your order book: deadlines, backlogs, partial deliveries, blocked orders.
• Establish export documentation and ensure its compliance: Incoterms®, certificates of origin, documentary credits, export control rules.
• Organize shipments with freight forwarders and carriers.
• Process complaints, returns and credit notes until the file is closed.
• Follow the figures of your portfolio and alert on discrepancies.

International commercial relationship

• Be the single and identified contact for the customer for all administrative and logistical parts of their order ("one face to the customer" principle).
• Respond to customer requests — availability, deadline, price, documentation — within the defined service deadlines, in English and in the other languages of the portfolio.
• Proactively inform the customer of any contingency (delay, shortage, modification) and propose a solution before they have to follow up.
• Write professional commercial correspondence, accurate and adapted to the cultural context of the interlocutor.
• Support area managers, agents and distributors in the preparation of visits and portfolio reviews.
• Contribute to loyalty: know the habits, constraints and challenges of key customers.

Export, customs and compliance

• Establish and control export documentation: commercial and proforma invoice, packing list, certificate of origin, EUR.1 / ATR, declaration of origin on invoice, transport documents.
• Apply Incoterms® 2020 and verify their consistency with the mode of transport, insurance and the allocation of costs and risks.
• Organize shipments with freight forwarders and carriers (road, air, sea, express) and control quotes and deadlines.
• Process documentary credits and collections with accounting: compliance of documents, strict respect for presentation deadlines.
• Apply export controls: customs classification of products, verification of sanction and embargo lists, vigilance on sensitive destinations and uses, immediate escalation of doubtful cases.
• Apply rules for shipping dangerous goods when the product requires it (ADR / IATA / IMDG), in connection with the certified persons of the company.
• Compile, control and archive shipping files for traceability and audit purposes.

Numerical monitoring and portfolio management

• Extract and exploit ERP data (offers, orders, stocks, deliveries, invoicing) to feed weekly and monthly monitoring tables.
• Follow and comment on portfolio indicators: invoiced turnover, order book, service rate, delays, outstanding amounts.
• Control prices, margins, discounts, price scales and special conditions; alert in case of discrepancy or inconsistency.
• Verify calculations of transport costs, taxes, payment terms and currency conversion before any commitment to the customer.
• Monitor outstanding amounts and payment delays of the portfolio with credit management and contribute to reminders.
• Produce ad hoc analyses on request: evolution of a customer, seasonality, offer conversion rate, causes of delay.

After-sales service, disputes and returns

• Register and process customer complaints: quality, quantity, transport, invoicing.
• Manage returns of goods: authorization, reception, valuation, applied credit note rate, issuance of the credit note after validation.
• Manage dispute files until their closure by documenting exchanges, decisions and commercial gestures granted.
• Ensure the link with quality and the technical service for requests for repair, calibration or expertise.

Continuous improvement and contribution coll