AGASTYA NUTRIFOOD

– Accounts Executive

Export Documentation & Invoicing

Location: DPS-Gandhinagar, Koba, Adajal Road, Ahmedabad, Gujarat

Department: Finance & Accounts / Export

Designation: Accounts Executive – Export Documentation & Invoicing

Reporting To: Accounts Manager / Finance Manager

Employment Type: Full-Time

Experience: 2–5 years

Industry Preference: Food / FMCG / Manufacturing / Export

1. JOB PURPOSE The Accounts Executive will be responsible for export-related accounting, export documentation, invoicing, shipment documentation and coordination with customers, logistics partners, banks and internal departments.

The candidate must have hands-on experience in overseas/export documentation and export invoicing.

2. KEY RESPONSIBILITIES

A. Export Invoicing

- Prepare and issue accurate Export Commercial Invoices.
- Prepare Proforma Invoices as per customer requirements.
- Prepare export invoices based on Purchase Orders/Sales Orders.
- Verify product description, quantity, rate, currency, Incoterms and payment terms.
- Ensure invoice details match customer orders and shipping documents.
- Prepare debit notes, credit notes and other commercial documents wherever applicable.
- Maintain proper records of export invoices and supporting documents.
- Coordinate with Accounts and Sales teams for invoice approval.

B. Export Documentation Prepare, verify and maintain export documentation, including:

- Commercial Invoice
- Proforma Invoice
- Packing List
- Shipping-related documents
- Purchase Order documentation
- Certificate of Origin, where applicable
- Insurance documents, where applicable
- Transport/shipping documents
- Export declarations/supporting documentation
- Other documents required by overseas customers

Ensure all documents are prepared accurately and submitted within required timelines. C. Overseas Customer Coordination

- Coordinate with overseas customers regarding invoices and documentation.
- Respond to documentation and commercial queries from international customers.
- Share invoices and shipment documents with customers.
- Follow up for missing information required for export documentation.
- Maintain proper communication records.
- Coordinate with the Sales/Export team for customer requirements.

D. Export Shipment Coordination

- Coordinate with the logistics/export team for shipment documentation.
- Ensure commercial documents are ready before dispatch/shipment.
- Coordinate with freight forwarders, CHA/customs representatives and transporters where required.
- Verify shipment details against invoices and packing lists.
- Track shipment documentation and maintain records.

E. Accounts Receivable & Export Receivables

- Maintain overseas customer ledgers.
- Track export receivables and payment due dates.




- Prepare export outstanding/ageing reports.
- Follow up with customers for pending payments through the appropriate internal process.
- Reconcile overseas customer accounts.
- Record export receipts accurately.
- Coordinate with the bank/accounts team regarding inward remittances.

F. Banking & Export Payment Documentation

- Coordinate with banks regarding export-related payment documentation.
- Track inward remittances from overseas customers.
- Maintain records of export payments received.
- Assist in reconciliation of foreign currency receipts.
- Coordinate with the Finance Manager/Accounts Manager for bank-related export documentation.

G. GST & Export Compliance Support

- Support accounting and documentation relating to export transactions.
- Verify GST-related details in export invoices.
- Maintain proper records for export transactions.
- Assist in reconciliation and documentation required for GST/export compliance.
- Coordinate with consultants and senior finance personnel for statutory requirements.

H. Foreign Currency & Accounting

- Record export transactions accurately in the accounting/ERP system.
- Maintain foreign currency customer accounts.
- Assist in foreign currency reconciliation.
- Support accounting for exchange-rate differences wherever applicable.
- Maintain accurate records of export sales and receivables.

I. MIS & Reporting

Prepare regular reports including

- Export Sales Report
- Export Invoice Register
- Overseas Customer Outstanding
- Export Receivable Ageing
- Shipment/Invoice Tracking Report
- Payment Received Report
- Foreign Currency Receivable Report
- Pending Documentation Report

3. KEY RESPONSIBILITIES – EXPORT PROCESS The candidate should be capable of independently coordinating the documentation flow: Customer PO → Sales Order → Proforma Invoice → Production/Dispatch → Commercial Invoice → Packing List → Shipping Documentation → Shipment → Bank/Payment Tracking → Customer Reconciliation

4. KEY RESULT AREAS (KRAs)

KRA

Key Responsibility

Export Invoicing

Accurate and timely export invoices

Documentation

Complete and error-free export documents

Overseas Coordination

Timely communication with international customers

Shipment Support

Proper coordination of shipment documentation

Receivables

Tracking overseas customer payments

Banking

Export payment and remittance coordination





Accounting

Accurate recording of export transactions

Compliance

Proper export/GST documentation

MIS

Timely export and receivable reports

5. KEY PERFORMANCE INDICATORS (KPIs)

- Accuracy of export invoices.
- Zero/minimum documentation errors.
- Timely preparation of export documentation.
- Timely submission of documents to customers/logistics partners.
- Timely tracking of overseas receivables.
- Accurate customer ledger reconciliation.
- Timely recording of export transactions.
- Timely preparation of export MIS.
- Reduction in documentation-related shipment delays.
- Proper maintenance of export records.

6. QUALIFICATION

Required:

- B.Com / M.Com / equivalent qualification in Commerce/Finance.

Preferred:

- Knowledge of Export-Import documentation.
- Knowledge of GST and export-related compliance.
- Knowledge of accounting software/ERP.
- Good knowledge of MS Excel.

7. EXPERIENCE Required Experience: 2–5 years

Mandatory:

Hands-on experience in overseas/export accounting and export documentation is required.

Candidates should have practical experience in:

- Export invoicing
- Commercial invoices
- Proforma invoices
- Packing lists
- Overseas customer coordination
- Export shipment documentation
- Export receivables
- Foreign currency transactions
- Bank/payment coordination

Experience in food, FMCG, nutraceutical, manufacturing or other export-oriented companies will be preferred. 8. REQUIRED SKILLS

Technical Skills

- Export documentation
- Export invoicing
- International customer coordination
- Basic export-import procedures
- Accounts receivable
- Foreign currency accounting
- GST/export documentation
- MS Excel
- ERP/accounting software

Soft Skills

- Strong attention to detail
- Good written and verbal communication
- Skilled email drafting
- Strong follow-up skills
- Positive coordination ability
- Time management
- Problem-solving attitude
- Accuracy and confidentiality

9. IDEAL CANDIDATE The ideal candidate should be an Accounts Executive with practical overseas/export experience, who can independently handle export invoices and documentation and coordinate with international customers, logistics partners, banks and internal departments.

Core profile:

Accounts + Export Documentation + Invoicing + Overseas Customer Coordination + Receivables

10. LOCATION

DPS, Gandhinagar

Koba, Adalaj, Gandhinagar, Gujarat

Department: Finance & Accounts / Export

Position: Accounts Executive – Export Documentation & Invoicing

IMPORTANT REQUIREMENT

Candidates without relevant overseas/export documentation and export invoicing experience should not be considered for this position.

Pay: ₹18,000.00 - ₹30,000.00 per month

Work Location: In person

📌 Account Executive (Gandhinagar)
🏢 Delhi Public School
📍 Gandhinagar