Doral, FL

Full-Time

*Must speak Spanish & English*

WHAT WE DO

Tropical Foods is an International Food Distribution Company with clientele in 50 countries. 100% of our business is export and we specialize in chilled dairy products. Our services include product registration, foreign documentation and in-house product labeling.

Order Processing

• Data Input: generate customer proformas, obtain estimate approval from customer, submit vendor purchase orders and customer invoicing for assigned accounts
• Create export documentation as required by each market/customer
• Daily collaboration with RSM Teammate regarding any pending orders, order approval delays, order frequency concerns or any other observation by ICS that is considered pertinent account intel
• Provide Back-Up for other Customer Service Reps that are out
• Help maintain Customized Order Guides (created by RSM) for all accounts that don’t utilize their own PO system
• Provide “best-effort” sales support (time permitting) with attention to RSM travel
• Process customer claims timely and according to process 

Create export documents that includes one or more of the following:

• USDA (For required customers) with Additional Page required for lot codes and expiration dates if needed
• Certificate of Analysis: Include Lot Codes & Manufacture Dates as needed
• Certificate of Free Sale
• Certificate of Origin (Chamber of Commerce)
• Pallet Fumigation Documents
• SENASA (Import Permit Number)
• NAFTA Certificate (Prepared Annually)
• SLI (if needed)
• SED (if needed)

Prepare necessary delivery/logistics documentation:

• Delivery & Shipping instructions
• Packing List
• Warehouse Slip for consolidations
• Coordinate any Labeling Requirements with proper departments.
• Proof of Delivery (POD) confirmation via email or fax of customer estimates/orders to delivery destination / Freight Forwarder. Cross Docks & 3rd Party Labeling Facilities/Freight Forwarder require email or fax notice of Labeling completion and expected border crossing date.
• Create Final Invoice that includes the Expiration Date - Day, Month & Year.

Consolidations

• Daily communication with consolidation department for all orders that include multiple vendors of “Less Than Minimum” order volumes that require consolidation
• Add orders to excel spreadsheet of each consolidated brand
• Add TFC PO# in all proformas/packing lists
• Assist in obtaining consolidation orders from the Inside Sales team for all orders that include multiple vendors of less than minimum order volumes
• Assist in placing consolidation orders by the set cutoff date and time and ensure the delivery of same

Customer Contact

Routine (weekly/bi-weekly) correspondence via telephone with assigned accounts to inquire about:

• forthcoming orders/lead times
• consolidation dates and cut offs
• delivery delays/issues
• sail Information (logistics)
• shortages
• Reporting any customer concerns to RSM immediately

Customer Data

• CRM: update CRM with all pertinent Customer Service Activity relating to account
• Maintain digital and hard copy files of all documents supplied to clientele in shared folder
• Filing system for accounting purposes

Warehouse & Sales Support

• Cross check estimates created by inside & collect documents for the warehouse weekly

  Strong communication skills

Ability to multitask and work in fast-paced environments

Bilingual (English/Spanish/Other Languages) Required