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.

2. 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.

3. 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.

4. 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.

5. 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

Robust 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

contact Number : (phone hidden)

📌 Executive Assistant Export Sales - Khopoli
🏢 Precision Metals
📍 Khopoli