Responsibilities and procedures of foreign trade business department

1. the nature and orientation of the foreign trade department

the foreign trade department of a company or factory is different from other departments of the company in the nature of its work.

First of all, direct contact with customers keeps it at the forefront of work. The department has a deep understanding of market changes and customer requirements, and the work is cumbersome and requires care.

Secondly, in terms of image, the foreign trade department represents the image of the company to a great extent, which is the embodiment of the company culture. Because they mainly deal with the outside world, their words and deeds, work efficiency and work style all reflect the culture of the whole company.

Thirdly, the export department is a bridge between the company and customers, and customers indirectly understand the operation and culture of the company through communication with the foreign trade department. The company's products and services are promoted through the work of the foreign trade department, and all kinds of customer information are also conveyed to other departments within the company through the analysis and research of the foreign trade department, so it can be said that the export department is the link between the company and customers.

based on these characteristics, the company's staff are required to be principled when doing things, but flexible in handling things, conscientious and responsible in doing things, always smiling, not anxious and not dry, able to listen to customers' different opinions (good or bad), calm in handling emergencies, have communication skills, work coordination skills, work organization skills and be able to withstand work pressure.

In this department, all employees should cooperate fully, coordinate with each other, assign tasks clearly, work in an orderly manner, adhere to the standardized business process operation and cross-check work, so as to avoid causing problems and strive to create a lively and relaxed working environment, but at work, it does not lose its rigorous side.

the foreign trade sector has its particularity, but it does not exist in isolation, and it is based on the production sector and other departments. Be able to communicate actively and effectively with other departments of the company at work. When dealing with things, we should deal with them according to the facts and take the principle of dealing with things at the first time.

II. Work flow of foreign trade business department

1) External

2) Internal

3) Required information form

4) Job requirements

(1). External contact mainly includes effective communication with customers, which is the center and focus of the department's work, contact with customs declaration companies, contact with transportation companies, and contact with. The communication with the outside world is wide, and the work is completed through reasonable arrangement step by step. All links should be carefully arranged. Work can't be broken,

(2). Internal communication is mainly cooperation with other departments, including purchasing department, production department, and other departments. From the characteristics of the main work, the work is mainly to convey the tasks through communication and assist production department, purchasing department and other departments to complete orders. Elaborate the customer's requirements to turn words or abstract orders into actual goods. Therefore, the most important way of working in the foreign trade department is how to communicate effectively. Coordinate all aspects of contact. And make orderly and effective

work arrangements. It is based on other departments, but also plays the role of organizing other departments < P > (3). The work of foreign trade business departments is mainly literal, and the work is cumbersome and has wide contacts, which requires certain data forms to standardize the work of departments. Make sure all kinds of information are recorded.

1) SAMPLE FORM. Sample handling is of great importance in business. If a customer requests a sample handling, it is necessary to fill in a sample handling form. After the sample handling form is confirmed by the foreign trade supervisor or manager, it will be sent to the production department, kept by the sample handling business department and submitted to the accountant. When filling in the sample handling form, all the details required by the customer must be indicated. Make one more sample than the customer requires, and keep it in the business department so that the customer can produce large goods according to the sample after confirmation.

after the order is implemented, if there are conditions (advocated by the company), every order must be confirmed by a board. The merchandiser should ask the supplier to sample and confirm according to the order requirements before producing large goods, so as to ensure the quality and delivery date of each accessory, and then inform the supplier to produce after confirming that the sample is correct.

2). QUOTATION FORM: When interviewing guests, the price can be determined immediately. However, quotations are often used in business contacts, and all the details of the products, delivery conditions and payment methods should be marked in the quotation form. Delivery time, etc. The quotation is kept by the supervisor or salesman.

3) proforma invoice: (ProformaInvoice or P/I), which is the written confirmation form of the order issued to the guest after the guest confirms the order. All contract elements are required to be indicated in the invoice, including: price, quantity, order requirements, unit price, delivery conditions, payment method, delivery time, guest marks, etc. After confirmation by the department head or manager, the guest should sign to confirm the return, and the business department should keep one copy and send it to the accountant for audit.

4). COST ANALYSE FORM. In the quotation stage, the salesman should make a good cost analysis of this inquiry (roughly), and make a detailed cost analysis again after the order is confirmed. If the profit is lower than the percentage specified by the department, he should ask the department head or manager to confirm whether it can be operated. If it is within the specified profit range, the salesman can operate immediately. Here, the company departments are required to make unified regulations on the profit percentage. If the profit percentage is above, it can be operated immediately. If it is below, the consent of the department head or manager is required. Generally speaking, when a department operates, if the profit is less than 5%, it needs to seek the approval of the general manager. Because of different customer requirements, different quantities, different delivery conditions, delivery methods, payment methods, familiarity, etc., the orders that are lower than the regular profits need to be evaluated.

5). Production and processing list: (ASSEMBLING FORM). After the order is confirmed, according to the contract signed with the customer, the customer's requirements should be converted into a form that is easy to produce and process. It should list the specific requirements of the guests for the order. Every detail should be marked. Especially the delivery date and quality control. The production and processing order should be confirmed to the supervisor or manager after printing. Sign it and send it to the production department. If possible. The company requires that every time a production and processing order is issued. To convene a small meeting of the heads of relevant departments, the salesmen in charge of these orders will explain the detailed requirements of the orders to other departments again. Make sure that every order can be fully understood by relevant departments. In this way, if a department makes mistakes in future work, others can also correct them. Ask the supervisor to attend the meeting, so as to check the order again, such as follow-up (if the purchase has any deviation from the understanding of the order, it can be pointed out in time).

6). PURCHASE ORDER: (purchase order or P/O), which mainly refers to purchasing some required parts according to the order requirements. Mainly sent to parts suppliers. The purchase order should be simple and clear, and the requirements for accessories should be explained in detail. Quality requirements and delivery date. Especially indicate the quality requirements and delivery date. The purchase order should be audited by the supervisor before being faxed to the supplier. Every faxed purchase order requires the supplier to sign it back for confirmation.

7). INSPECTION FORM. The company requires each merchandiser or supervisor to conduct random inspection on each order, including the inspection of accessories, mid-term inspection and final inspection. It is required to inspect the goods according to the order. If you have any questions, please inform the supervisor or manager in time so as to solve the problem in time. The merchandiser should inform the supervisor of each inspection, and the supervisor is also responsible for asking about each order.

8). Financial tracking list: (ACCOUNT FOLLOW-UP FORM). The company requires the accounting department to have clear financial records of orders.

including: 1) detailed records of the deposit/balance of the order.

2) detailed information of account items of accessories in each order.

9). PACKING LIST: (packing list). Make a packing list for each order according to the customer's packing requirements. This list should be sent to the guests after the goods have been inspected correctly. To prove that the goods have been finished. It is also a hint form of dunning.

1). Other documents: The documents that the Ministry of Foreign Trade may need to receive include: Letter of Credit or L/C, bill of lading, certificate of origin of C/O, customs declaration, shipping reservation, commodity inspection list, customs invoice, license (quota) and so on.

11). The company requires that all the folders of each order be put into a data FILE, including all the data involved in this order, supplier information and accessories.

job requirements:

the foreign trade department is not an independent department, but a coordinated communication department based on the production department, which needs the strong support of other departments to do its work effectively and orderly.

1). The purchasing department and the export department often encounter customers asking about the price, and some products are familiar, so they can quote immediately; Others can't quote immediately, so we need to communicate with the purchasing department to understand the price factors such as cost composition. In addition, sometimes customers will not make concessions on the price, and the production factory needs to make more concessions. At this time, it is necessary to contact the purchasing department after explaining with the supervisor or manager to try to reduce the cost. Therefore, it is necessary for the personnel in the foreign trade department to get along well with all departments.

2). The production department should keep abreast of the production arrangement. If there is a new order, communicate with the production department in time to arrange the production of the order; Cooperate with the production department to arrange orders under special circumstances (referring to the urgent situation of passengers and goods). A basic principle is that the foreign trade department is not allowed to interfere with the arrangement of the production department too much.

Basic characteristics and work specifications:

1) The foreign trade work cycle is long, and the work is hidden. Many jobs can't be effective at ordinary times. It takes time to accumulate and persist, and it usually takes half a year or more to see the effect.

2) working mode: it is required to be synchronized with the factory work, but the company gives certain freedom. Because it is possible to go out to meet guests/pick up customers, find samples/sample offices, inspect samples/samples, and inspect factories (parts production or processing)

3) The office hours are: 8: -12: 1: 3? At 6: , we usually don't work overtime (except in special circumstances, such as weekend shipment)

4) The company gives the foreign trade department director certain privileges to handle things. Mainly refers to: the price can be decided immediately within the scope of profit; In terms of delivery time, we can accept that customers are shorter than the regular delivery time according to the actual situation, so as to effectively solve the problem and win orders.

5) Foreign trade executives can have corresponding activity funds. It refers to going out for dinner, etc.

(but only within a certain range).

6) The company provides convenience to the foreign trade department in terms of vehicles and can call the company's vehicles in time.

7) The foreign trade department requires that the instructions be clear and unambiguous when conveying information about orders.

8) every new product must be photographed and filed. The images are uniform in size and format, and can be directly uploaded to the Internet for use.

9) The website design of the company should have the characteristics of the times, be simple and clear in English and Chinese, and mainly highlight the products. Online products should be updated in time and maintained by the foreign trade department.

1) The foreign trade department should clarify the fluctuation range of the unit price when sorting out a quotation. So that we can grasp the situation and not be passive.

11) The company has a proprietary telephone line and fax line for the foreign trade department. The fax line is installed separately.

12) Department data should be sorted out clearly. Classified filing. If the quotation information is given to the guests, it should be classified and filed according to the customers, so that it can be checked at that time.

13) information should be processed in time, and the information of the day should be processed on the same day. The inquiry of the same day should be answered on the same day. 14) According to the requirements of the contract, deliver the goods according to the quality and quantity. The foreign trade department here is authoritative and must not accommodate the opinions of other departments.

15) in every link of communication with customers, we should grasp the principle of service first.

16) The supervisor's instructions should be clear.

17) Personal calls are not allowed in the office area.

18) Smoking is not allowed in the office area. (except for guests)

19) No chatting online during office hours.

staffing, work authority and post responsibilities of foreign trade department

1) personnel requirements

2) supervisor

3) accountant

4) assistant

5) purchasing

The personnel requirements of foreign trade department are few and precise. If the department is temporarily short of staff, it would rather spend more time looking for co-workers than find someone to replace the vacant position.

The department requires personnel's personality: honesty, diligence, liveliness, openness, cooperation and team spirit.

Manager:

1) Mainly responsible for the long-term planning of this department, leading the staff of this department to open up markets.

2) responsible for the direct leadership of the supervisor.

3) Be responsible for spot-checking departmental orders.

4) Be responsible for the abstract business planning of company departments.

5) Attend exhibitions and get in touch with customers.

6) make a judgment on some complicated situations and instruct the supervisor how to operate.

7) regularly check the progress of departmental orders.

8) Check the accounts of the department regularly or irregularly.

9) Responsible for handling major problems, not directly related to the relevant orders and tasks issued by the department heads.

1) Mainly responsible for the leadership of department heads and department accountants. Have the right to ask about the affairs of the department. But if you have any objection, you can discuss it directly with the department head.

the department head

1) is responsible for assisting the manager to explore the market.

2) responsible for the communication between the department and customers.

3) Responsible for customer development and management

4) Responsible for the specific work arrangement of this department

5) Responsible for coordinating the good operation of this department.

6) for the more difficult things, we should make quick decisions and implement them after consulting with the general manager.

7) agree with the general manager on more important matters.

8) handle and arrange the work of this department in time. Be orderly.

9) to assist the communication between the department and other departments of the company.

1) assist the communication between the department and suppliers.

11) responsible for the arrangement of orders.