Job Description of Export Sales Coordinator
Job Title: Export Sales Coordinator
Department: Sales & Marketing
Location: Unit-3, Vidya Wires Limited, Vithal Udyognagar, Anand, Gujarat
Reporting To: Head - Export
Position Overview:
The Export Sales Coordinator will be responsible for managing and coordinating all export-related sales activities, documentation, customer communication, and logistics for overseas clients. The role ensures smooth order execution, compliance with export regulations, and timely delivery of materials while maintaining strong relationships with international customers and agents.
Key Responsibilities:
1. Sales Coordination & Order Management:
- Coordinate with international customers, agents, and internal departments (production, dispatch, accounts, logistics) for order processing and execution.
- Prepare and manage sales quotations, proforma invoices, and sales orders.
- Follow up on customer inquiries, order confirmations, and delivery schedules.
- Maintain and update customer databases, order tracking sheets, and sales reports.
2. Export Documentation & Compliance:
- Prepare and verify all pre- and post-shipment export documentation, including invoices, packing lists, certificates of origin, LC (Letter of Credit) documents, shipping bills, etc.
- Coordinate with CHA (Custom House Agents), freight forwarders, and banks for export formalities and documentation.
- Ensure compliance with export rules, customs regulations, and country-specific requirements.
3. Logistics & Dispatch Coordination:
- Coordinate dispatch plans with production and logistics teams to ensure timely shipment.
- Track and monitor shipments until delivery and resolve any transit or customs-related issues.
- Manage container bookings, freight negotiations, and transport arrangements.
4. Customer Relationship Management:
- Maintain effective communication with customers regarding order status, documentation, and post-shipment updates.
- Handle customer complaints or issues professionally and coordinate solutions internally.
- Support the export sales team in customer development and new business opportunities.
5. Reporting & Analysis:
- Prepare periodic export sales reports, performance dashboards, and shipment summaries.
- Monitor payment terms and coordinate with finance for realization of export proceeds.
- Support management in data analysis and decision-making related to export performance.
Qualifications & Experience:
- Education: BE / B.Tech – Electrical / Mechanical, Business Administration / International Trade (MBA preferred).
- Experience: 2–6 years in export coordination, preferably in a manufacturing or wire/cable industry.
- Knowledge:
- Export documentation and logistics
- INCOTERMS and shipping processes
- Letter of Credit and bank procedures
- MS Office, ERP systems (Microsoft BS 365 / Rattus, etc.)
Key Skills:
- Strong communication and correspondence skills (written & verbal)
- Good understanding of export logistics and documentation
- Coordination and multitasking ability
- Detail-oriented and proactive approach
- Teamwork and customer service orientation
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