About Company
Multipine About the Company
Multipine International is a family-owned company established in the United States, focused on the international trading of forest products, particularly sawn pine timber.
At present, we source most of our products from Brazil, with a smaller volume coming from Argentina. In the future, we may also develop suppliers in Uruguay and other countries.
We operate with a lean, dynamic and closely integrated team. Each team member has clearly defined responsibilities but must also be flexible, proactive and willing to support different areas of the business when necessary.
## Main Purpose of the Position
The successful candidate will be responsible for the commercial, documentary, logistical and financial follow-up of our international trading operations.
The person will primarily act as our main operational point of contact with customers after a sale has been confirmed.
The main objective is to ensure that every order is properly monitored from sales confirmation through production, shipment, delivery and final payment. The candidate must keep customers well informed, maintain accurate internal controls and promptly alert the company’s management to any delay, risk, discrepancy or pending matter.
This person will also act as a direct commercial and operational assistant to the Director, while supporting the Commercial Coordinator and the Finance Department.
This is not primarily a sales position. However, the candidate must have a commercial mindset and be prepared to contact customers, present approved offers and support negotiations whenever instructed by the Director.
## Team Structure and Reporting
The candidate will work directly with:
- Márcio – Director: responsible for sales, strategic customer relationships, commercial decisions and the company’s overall strategy.
- Daniela – Commercial and General Coordinator: responsible for monitoring the overall business operations and supporting the Director.
- Janaína – Finance: responsible for banking operations, international payments, financial controls and records.
- Carlos – Brazil Operations: responsible for communication with suppliers, cargo readiness, bookings, shipments and part of the export documentation process.
The new employee will primarily be responsible for communication with customers, while Carlos will remain the main point of contact with suppliers in Brazil.
## Main Responsibilities
### 1. Customer Communication and Follow-Up
- Act as the main operational point of contact with customers after each sale is confirmed.
- Maintain regular follow-up on all open orders.
- Keep customers informed about production status, cargo readiness, bookings, estimated shipment dates, vessel departures and estimated arrival dates.
- Send shipping schedules, shipping advice and other relevant updates.
- Confirm that customers have received and understood the information and documents provided.
- Identify customer questions, problems or requests and direct them to the appropriate person.
- Contact customers by email, telephone, WhatsApp or video call whenever necessary.
- Maintain professional, clear, courteous and proactive communication.
- Receive and organize customer requests and ensure that they are properly followed up internally.
### 2. Order Management
- Register every new sale in the company’s internal control system.
- Monitor each order from commercial confirmation through logistical and financial completion.
- Check products, volumes, prices, payment terms, destinations, deadlines and specific customer instructions.
- Keep all order control spreadsheets or systems continuously updated.
- Coordinate information between customers, the Director, the Commercial Coordinator, Finance and the operational team in Brazil.
- Identify delays, inconsistencies, risks or pending matters in advance.
- Follow up internally to ensure that all agreed actions are completed within the required deadlines.
### 3. Shipment and Logistics Follow-Up
- Monitor bookings, cargo readiness, estimated shipment dates, vessel departures, transshipments and estimated arrival dates.
- Track vessels and containers throughout the shipment process.
- Inform customers and the internal team immediately about delays, schedule changes or other relevant developments.
- Send shipping advice and updated shipping schedules to customers.
- Monitor vessel arrival dates in relation to the agreed customer payment deadlines.
- Support the resolution of problems at destination, including document release and communication with local shipping agents or carriers.
- When necessary, contact freight forwarders, shipping lines, destination agents or local representatives directly.
- Help prevent delays, storage charges, demurrage and other avoidable operational costs.
### 4. International Trade Documentation
- Review and verify all documents related to each transaction, including:
- Commercial Invoice;
- Packing List;
- Bill of Lading;
- Certificate of Origin;
- insurance documents, when applicable;
- other certificates or documents required by the customer or destination country.
- Verify that company names, addresses, product descriptions, quantities, values, container numbers, payment terms and other information are correct and consistent across all documents.
- Send documents and document copies to customers within the required deadlines.
- Follow up on the approval of draft Bills of Lading and other documents.
- Organize and digitally archive the complete documentation for each transaction.
- Coordinate any necessary document corrections with the relevant internal or external parties.
- Be trained to prepare the company’s sales documents based on the original documents received from suppliers.
- Initially, this responsibility will be tested with one selected destination.
- After training and validation, act as an operational backup for Carlos in document preparation and verification, ensuring business continuity whenever necessary.
### 5. Accounts Receivable and Customer Collections
- Closely monitor the payment terms and due dates of every customer order.
- Coordinate customer payment deadlines with vessel departure and arrival dates.
- Send professional and timely payment reminders before the due date.
- Whenever required by the sales terms, ensure that payment is received before the cargo arrives at destination.
- Follow up on outstanding payments by email, telephone, WhatsApp or other authorized channels.
- Confirm incoming payments with Janaína.
- Maintain an accurate and updated accounts receivable and collection control.
- Immediately inform the Director, Daniela and Janaína about overdue payments or potential financial risks.
- Support the Finance Department by organizing expected payment dates and providing visibility regarding incoming customer funds.
- Monitor customer payments across all sales and commercial agreements handled by the company.
- The candidate will not be authorized to negotiate discounts, payment extensions or changes to agreed payment terms without prior approval from the Director.
### 6. Commercial Support to the Director
- Assist the Director with customer follow-up, negotiations and commercial opportunities.
- Organize customer requests and commercial information.
- Prepare reports, sales histories and other information required for negotiations.
- Contact customers whenever instructed by the Director.
- Present available products, prices or commercial conditions that have been previously approved.
- Follow up on quotations and proposals and request feedback from customers.
- Maintain an updated commercial follow-up list.
- Remind the Director of pending negotiations, commitments and required actions.
- Participate in commercial meetings when necessary and record decisions and next steps.
- Remain copied on relevant negotiations in order to understand the commitments made to each customer.
- Provide general commercial assistance whenever required.
The candidate will not initially be responsible for independent prospecting or closing sales. However, the person must be comfortable contacting customers, presenting authorized offers and supporting negotiations under the Director’s supervision.
### 7. Internal Controls and Reporting
- Maintain clear and accurate controls covering orders, shipments, documentation, payments and pending matters.
- Prepare regular reports covering:
- open orders;
- cargo readiness;
- bookings and shipments;
- vessels in transit;
- estimated arrival dates;
- pending documents;
- accounts receivable;
- collection actions;
- overdue payments;
- operational or commercial issues requiring management decisions.
- Participate in regular alignment meetings with the Director, Daniela, Janaína and Carlos.
- Record important decisions and monitor agreed next steps.
- Work preventively by identifying risks and problems before they become urgent.
- Provide the Director and the team with a clear overview of the status of each transaction.
### 8. Flexibility and General Support
As this is a family-owned company with a lean structure, the candidate must understand that the position will not be limited to a rigid list of tasks.
In addition to the core responsibilities described above, the candidate must be willing to support the Director and the team with commercial, administrative, financial, documentary and operational activities related to international trade.
This flexibility does not mean a lack of organization. It means being prepared to assume different responsibilities related to the position according to the needs and growth of the company.
## Limits of Authority
The candidate may carry out operational follow-ups, customer collections and previously authorized communications. However, without the Director’s express approval, the candidate will not be authorized to:
- change prices or commercial terms;
- grant discounts;
- extend payment deadlines;
- approve claims, compensation or credit notes;
- make financial commitments on behalf of the company;
- hire suppliers or service providers;
- execute or authorize bank payments;
- modify documents in a way that changes the agreed commercial terms.
## Desired Professional Profile
- Preferably three to five years of experience in international trade, exports, imports, international logistics, shipping operations or international customer service.
- Knowledge of maritime transportation and export documentation.
- Ability to understand and verify Commercial Invoices, Packing Lists, Bills of Lading and Certificates of Origin.
- Experience following shipments and communicating with shipping lines, freight forwarders, destination agents and international customers.
- Confidence in following up on payments and handling customer collections professionally.
- Fluent written and spoken English.
- Portuguese is not required.
- Excellent communication skills by email, telephone and video call.
- Strong organizational skills and attention to detail.
- Ability to manage several orders and shipments simultaneously.
- A proactive, reliable, responsible and solution-oriented profile.
- Ability to work remotely and coordinate with people in different countries and time zones.
- High level of discretion and confidentiality when handling commercial, financial and strategic information.
- Availability to work during hours compatible with customers in the Middle East, Asia and other markets served by the company.
- Good knowledge of Excel, Google Sheets, control systems and communication tools.
- Previous experience with forest products, timber or wood trading will be considered an advantage, but it is not mandatory.
## Key Performance Indicators
The candidate’s performance may be evaluated based on:
- Percentage of customer payments received on time.
- Percentage of payments received before cargo arrival when required.
- Accuracy of commercial and shipping documents.
- Reliability and updating of internal controls.
- Customer response time.
- Quality and frequency of information provided to customers.
- Early identification of delays, risks and inconsistencies.
- Reduction of documentary problems, storage costs and demurrage.
- Quality of order and shipment follow-up.
- Customer and internal team satisfaction.
- Ability to work independently while remaining aligned with the Director and the rest of the team.
Please use this information to refine the candidate profile and recruitment process. We are looking for someone who combines international trade experience, operational discipline, professional customer communication and a high level of reliability.
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