Job Summary
The Sales Coordinator – Export Department is responsible for supporting export sales operations, coordinating with international customers, managing order processing, ensuring timely shipment execution, maintaining customer communication, and coordinating with internal departments for smooth export transactions. The role acts as a bridge between customers, sales teams, logistics, production, and documentation departments.
Key Responsibilities1. Export Sales Coordination
- Coordinate with overseas customers regarding inquiries, quotations, orders, and deliveries.
- Prepare and follow up on Proforma Invoices (PI), quotations, and sales contracts.
- Process export sales orders and maintain order records.
- Track order status from receipt to delivery.
2. Customer Relationship Management
- Maintain regular communication with international customers.
- Handle customer queries and provide timely responses.
- Support customer retention and relationship-building activities.
- Collect customer feedback and coordinate issue resolution.
3. Order Management
- Ensure accurate entry of export orders into the ERP system.
- Coordinate with production, purchase, and warehouse teams for order fulfillment.
- Monitor order execution and delivery schedules.
4. Export Documentation Support
- Coordinate with the Export Documentation Executive for preparation of:
- Commercial Invoice
- Packing List
- Shipping Bill
- Certificate of Origin
- Bill of Lading/AWB
- LC and Bank Documents
- Ensure all export documents are submitted accurately and on time.
5. Logistics & Shipment Coordination
- Coordinate with freight forwarders, CHA, shipping lines, and transporters.
- Monitor shipment schedules and dispatch status.
- Track shipment movement and update customers regularly.
- Ensure timely dispatch and delivery of export consignments.
6. Payment & Receivable Follow-up
- Follow up with customers for advance payments and outstanding receivables.
- Coordinate with the Accounts Department regarding export payments.
- Monitor payment terms under LC, TT, DA, and DP transactions.
7. Reporting & MIS
- Maintain export sales reports and order trackers.
- Prepare daily, weekly, and monthly sales reports.
- Generate customer-wise, country-wise, and product-wise sales MIS.
- Maintain export sales records and documentation.
8. Compliance & Record Keeping
- Ensure compliance with export procedures and company policies.
- Maintain accurate records of customer communications and transactions.
- Support audits and management reviews related to export operations.
Required Qualifications
- Bachelor's Degree in Commerce, Business Administration, International Business, or related field.
- Certification in Export-Import Management preferred.
Experience
- 2–5 years of experience in Export Sales Coordination, Export Operations, or International Business.
- Experience in handling export documentation and customer coordination preferred.
Required Skills
- Knowledge of Export Procedures and Documentation.
- Strong communication and coordination skills.
- Good command of English (written and verbal).
- Proficiency in MS Excel, Word, Outlook, and ERP software.
- Customer relationship management skills.
- Time management and multitasking abilities.
- Attention to detail and accuracy.
Key Performance Indicators (KPIs)
- Export order processing accuracy (%).
- On-time order execution and shipment dispatch (%).
- Customer query response time.
- Documentation accuracy rate.
- Export sales order fulfillment rate.
- Customer satisfaction level.
- Outstanding payment follow-up effectiveness.
- Timely MIS and reporting submission.
Authority
- Coordinate with customers, freight forwarders, shipping agents, and internal departments.
- Escalate shipment, documentation, and customer issues to management.
- Recommend process improvements for export sales operations.
Prepared For: Shitla Papers Private Limited
Position: Sales Coordinator – Export Department
Department: Export Sales & Marketing
Pay: ₹25,000.00 - ₹30,000.00 per month
Work Location: In person
