Commercial Admin Coordinator

Overview

To support the commercial function through meticulous administrative coordination across commercial admin, product data, and category operations. The role ensures our market leading grocery products meet export regulatory standards, customer expectations, and internal commercial targets.

Reports to: Head of Buying

Location: London/Hybrid

Contract Type: Full-Time

• Manage and maintain supplier cost and product data
• Maintain detailed supplier records including certification and documents required for export
• Support category reviews with export sales data, customer insights, and range performance
• Help manage timelines for new product introductions (NPI) and country-specific range builds
• Assist in pricing analytics for export customers considering FX, tariffs, and landed costs
• Coordinate with commercial team to provide export-ready product literature and imagery
• Assist in supplier onboarding with export suitability due diligence

• Collate and update product specifications tailored to export markets
• Maintain technical dossiers for audit and inspection readiness
• Track shelf-life and storage conditions for export-bound goods
• Apply for required export certification

• Schedule meetings across time zones, circulate agendas and manage follow-ups
• Prepare regulatory submission packs (e.g. for port health authorities or international certifications)
• Organize sample shipments for export customers including necessary customs paperwork

• Highly organized with a proactive mindset
• Proficient in spreadsheets such as Excel or Google Sheets
• Effective communicator across teams and cultures

• Understanding of export regulations (e.g. documentation, customs, incoterms)
• Proficient in ERP systems, and document management tools
• Attention to detail with a working knowledge of food labelling laws (e.g. UK, EU, GCC, or Asia depending on markets)
• Ability to juggle competing timelines in a fast-paced international environment
• Other languages, particularly Spanish.

• Degree and/or previous admin experience, ideally in food manufacturing/export, in buying or technical functions
• Familiarity with export documentation: commercial invoices, health certs, packing lists, etc.
• Understanding of food safety systems (e.g. HACCP, BRCGS, ISO 22000) is a plus
• Strong working knowledge of Microsoft Office and/or Google Workspace