Senior Executive – International Sales

Company: ALAN Electronic Systems Private Limited

Department: International Sales

Location: Head Office, Ambernath, Maharashtra (international travel required)

Reporting To: Head of Department – International Sales

Experience: 8-12 years

Role Overview The Senior Executive – International Sales owns the execution quality of ALAN's international sales administration: order processing, export documentation, dispatch, payment collection and partner support. The role leads the Executive and Junior Executive who perform these tasks and is accountable for every activity being completed within the defined timelines. The role also resolves technical issues raised by sales partners on ALAN products, prepares AOP data and presentations, plans and executes the Annual Sales & Service Partners Meeting (ASPM), and represents ALAN at international exhibitions and conferences.

Key Responsibilities

1.

Order Processing

Oversight

- Ensure partner POs are received, verified against the approved price list, discounts, payment terms, and booked in ERP within the defined TAT

- Review and approve proforma invoices and order confirmations before release to the partner

- Ensure country-specific requirements are checked before booking: product registration, CE certificate validity, import permits and labelling

- Review partner credit status and outstanding dues on each order; take exceptions to the HoD for approval

- Review the order register daily for pending, delayed and incorrectly booked orders

2. Fulfilment and Dispatch Monitoring

- Monitor order status against committed dates; coordinate with planning, production, stores and QC to remove delays

- Ensure partners receive revised dates before the due date when delays occur

- Approve order changes, partial shipments and cancellations; ensure approvals are documented

- Ensure demo unit, spare parts and sample dispatches follow approved requests

3.

Export

Documentation and Logistics

- Review export documents before dispatch: commercial invoice, packing list, certificate of origin, CE certificate, conformity documents and partner-specific documents

- Approve freight forwarder and courier selection based on quotes, transit time and reliability

- Ensure dispatch intimation and tracking details reach the partner on dispatch day

- Resolve transit delays, damage and customs queries with the forwarder and partner

- Ensure statutory export records are complete: shipping bill, bank realization certificate, export incentive and duty claims

4. Payment and Receivables Control

- Ensure payments are tracked against agreed terms: advance and credit

- Review partner-wise receivables ageing weekly and report to the HoD





- Follow up personally on overdue accounts and recommend order hold where required

- Ensure invoices are closed after confirmed receipt and bank documents are filed

5.

Technical

Support to Sales Partners

- Resolve partner and end-user queries on ALAN electrosurgical generators and accessories: setup, operation, settings, compatibility and performance

- Diagnose reported faults and complaints with the partner, using photographs, videos and error details; guide corrective steps remotely

- Coordinate with service, QA and D&D; when the issue needs repair, replacement or design review

- Ensure complaints, returns and replacements are logged, investigated and closed with recorded corrective action

- Identify repeat issues by product and partner; report patterns to QA and the HoD

- Support partner demos, product training and technical clarifications for tenders and registrations

- Maintain product technical documents, FAQs and troubleshooting guides for partner use

6.

Partner

Records and Compliance

- Ensure partner master data is current: agreements, validity, territory, price lists, registration documents and contacts

- Track expiry of agreements, product registrations and certificates; initiate renewals in advance

- Ensure authorization letters, declarations and tender documents requested by partners are issued on time

7. Exhibitions, Conferences and ASPM

- Represent ALAN at international exhibitions and conferences: booth operation, product presentation and partner meetings

- Plan events end to end: selection, registration, exhibit shipment and customs, travel, collaterals and budget

- Capture leads in a standard format; share the lead list and event report and track follow-up to closure

- Report event cost against leads generated and orders closed

- Plan and execute the Annual Sales & Service Partners Meeting (ASPM): venue and date finalisation, partner invitations and confirmations, agenda and speaker schedule, presentations, travel and logistics, budget and on-ground execution

- Set the ASPM timeline with owners and deadlines; track progress weekly and ensure every milestone is met on time

- Prepare the ASPM report with action points and track follow-up to closure

8. Reporting, MIS and AOP

- Review and submit weekly and monthly reports: orders booked, units and value by partner, backlog,



dispatches against commitment, receivables ageing, open issues

- Report TAT adherence for order booking, dispatch and issue closure

- Consolidate partner target vs achievement and forecast updates

- Prepare and consolidate AOP data for international sales: partner-wise targets, achievement, forecast, orders and receivables

- Prepare the PPT for AOP meetings and present it, with data checked and ready before each meeting date

- Record AOP meeting decisions and action points; track closure with owners and deadlines

9. Team Leadership and Process

- Allocate work, set daily priorities, review output and coach the Executive and Junior Executive

- Assign an owner and a deadline to every task; maintain a team task tracker and review it daily

- Hold a weekly team review on pending items, delays and next week's priorities

- Ensure every activity in the order-to-payment cycle, AOP, ASPM and exhibition plans is completed within the defined timeline; follow up on delays and escalate to the HoD where required

- Set goals, review performance and give regular feedback to the Executive and Junior Executive; identify skill gaps and arrange training

- Document SOPs, checklists and templates for each step of the order-to-payment cycle

- Ensure continuity of order and partner support during travel and leave

Key Performance Indicators

- Order booking within TAT

- On-time dispatch against committed date

- Documentation error rate

- Technical issue closure within TAT; repeat issue rate

- Receivables outstanding beyond agreed terms

- Event leads converted to orders

- Accuracy and timeliness of MIS

- Team task completion within deadline

- AOP data and PPT ready before meeting date

- ASPM milestones completed on schedule

Required Qualifications

- B.E. / B.Tech in Biomedical, Electronics or Electrical Engineering

- 8-12 years in international sales support, technical support or sales operations, with exposure to medical devices or capital equipment

- Technical understanding of electronic medical equipment: ability to read circuit-level and service documentation, diagnose faults and guide troubleshooting

- Working knowledge of export documentation, payment instruments and customs and shipping processes

- Hands-on experience with ERP/CRM and advanced Excel

- Robust written and spoken English; ability to handle international partner communication

- Ability to lead a team, deliver to deadlines and travel internationally

Preferred

- Direct experience with electrosurgical or similar surgical equipment

- Knowledge of product registration, ISO & CE-related documentation

- Exhibition or conference participation experience

📌 Senior Executive – International Sales (Thane)
🏢 ALAN ELECTRONIC SYSTEMS PRIVATE
📍 Thane