Executive Assistant Export Sales - Khopoli

Job Description  Executive Assistant – Export Sales 

Position:Executive Assistant – Export Sales 
Department: International / Export Sales

Location:  Khopoli

Industry: Stainless Steel Wire, Bright Bars, Special Alloys & Engineering Products
Reporting To: General Manager – Export
Role Objective
To support the General Manager – Export in managing day-to-day international sales activities, customer coordination, enquiry and quotation follow-up, order execution, documentation, internal coordination and management reporting.
The person should act as the right hand of the Export GM, ensuring that no customer enquiry, quotation, order, approval, shipment commitment or follow-up is missed.
This is not only an administrative position. The candidate should be commercially aware, highly organized and capable of independently following up with customers and internal departments.
Key Responsibilities
1. Customer Enquiries & Quotations
Receive and maintain records of all export customer enquiries.
Coordinate internally for:
Technical feasibility
Grade/specification confirmation
Raw-material availability
Production capability
Costing
Delivery schedule
Prepare quotations in coordination with the Export GM.
Maintain quotation history and price records customer-wise and product-wise.
Follow up systematically on quotations until the order is received, lost or closed.
Obtain feedback on lost orders including:
Price
Delivery
Specification
Competitor
Customer decision2. Customer Follow-Up
Regularly follow up with overseas customers regarding:
Pending enquiries
Quotations
Trial orders
Repeat orders
Sample approvals
Forecasts
Open RFQs
Customer development projects
Prepare customer-wise follow-up lists for the Export GM.
Ensure every important customer communication has a clear next action and follow-up date.3. Order Management
Once an order is received:
Verify PO against quotation and agreed commercial terms.
Check:
Grade
Size
Quantity
Tolerance
Specification
Testing requirements
Packing
Incoterms
Payment terms
Delivery schedule
Coordinate order entry with relevant internal departments.
Track the order from PO receipt until dispatch and payment realization.
Immediately highlight any delay or deviation to the Export GM.4. Internal Coordination
Coordinate closely with:
Production
PPC
Quality
Purchase
Logistics
Export Documentation
Finance
Accounts
DispatchEnsure that customer commitments made by the Export department are understood and followed internally.
Escalate risks before they become customer complaints.
5. Shipment & Export Documentation Coordination
Follow up on:
Production completion
Inspection
Packing
Shipping schedule
Freight quotation
Container planning
Forwarder coordination
Commercial invoice
Packing list
Certificate of Origin
Mill Test Certificate
Inspection documents
Bill of Lading / AWB
LC documentation where applicable
Customer-specific documentationEnsure documents are accurate and submitted within required timelines.
6. Export Sales MIS
Prepare and maintain regular reports covering:
Enquiries received
Quotations submitted
Orders booked
Order value
Order tonnage
Conversion ratio
Lost orders
Open quotations
Pending customer decisions
Pending samples
Customer forecasts
Order backlog
Production status
Dispatch status
Sales target vs actual
Customer-wise sales
Country-wise sales
Grade-wise sales
Outstanding paymentsThe purpose of the MIS is to give the Export GM and management a clear overall picture of export business at any point in time.
7. Customer Development Support
Assist the Export GM in identifying opportunities with existing and new customers.
Maintain records of:
Potential customers
Target products
Annual consumption
Current suppliers
Trial status
Sample approval status
Development activity
Next actionFollow up regularly until the opportunity is converted into business.
8. Meetings & Travel Support
Prepare customer background before meetings.
Prepare:
Previous sales history
Open quotations
Pending issues
Pricing history
Development opportunities
Prepare meeting notes and action points.
Follow up on actions after customer meetings.
Assist with international exhibition and customer-visit planning when required.9. Communication
The candidate should be capable of independently preparing professional:
Customer emails
Quotation follow-ups
Order acknowledgements
Delivery updates
Meeting notes
Internal coordination emails
Sales reportsAll communication should be clear, professional and commercially appropriate.
Key Performance Indicators – KPIs
Performance will be measured on:
No enquiry or quotation missed
Speed of quotation preparation
Quotation follow-up discipline
Order conversion tracking
Accuracy of order processing
On-time customer communication
Reduction in order-processing errors
Timely escalation of delivery risks
Accuracy of Export MIS
Timely shipment documentation
Customer follow-up effectiveness
Support provided to increase export salesCandidate Profile
Education:
Graduate in Commerce, Business Administration, Engineering or related field.
MBA / International Business qualification will be an advantage.
Experience:
Approximately 3–7 years experience in:
Export sales coordination
International business
Engineering products
Stainless steel / steel / metals
Automotive components
Industrial productsExperience in a manufacturing company is strongly preferred.
Preferred Skills
Candidate should have:
Strong English written and verbal communication
Excellent follow-up discipline
Strong Excel and reporting skills
Ability to understand commercial calculations
Understanding of Incoterms
Basic knowledge of export documentation
Ability to understand technical product specifications
Good coordination capability
Strong attention to detail
Ability to work under pressure
Ability to manage multiple customers and orders simultaneouslyKnowledge of SAP / ERP will be preferred.
Personal Characteristics
We are looking for someone who is:
Highly organized
Proactive
Commercially alert
Responsible
Persistent in follow-up
Detail-oriented
Fast in execution
Comfortable interacting with senior management
Comfortable communicating with international customers
Able to take ownership instead of waiting for instructions

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