International Sales Coordinator

Job Title: Sales Coordinator - International Business (Medical Devices) Department: International Business - Sales Coordination Location: Vapi, Gujarat Reports To: Manager / Senior Manager - International Business Job Purpose: To provide comprehensive sales coordination, documentation, and customer support for international business operations across multiple regions, ensuring seamless communication, order processing, regulatory documentation, and logistics execution for Meril's medical device exports. Key Responsibilities: 1. Sales Coordination & Order Management - Coordinate the complete order-to-delivery process for export markets - from receipt of purchase orders to dispatch and invoicing. - Communicate with regional sales teams, distributors, and country managers to confirm order details, delivery schedules, and documentation requirements. - Liaise with Production, Supply Chain, Quality Assurance, and Logistics to ensure timely order fulfillment. - Monitor and update order trackers, shipment schedules, and dispatch records on a regular basis. - Support commercial teams in preparing quotations, proforma invoices, and order acknowledgments. 2. Export Documentation & Regulatory Compliance - Prepare and verify export-related documents such as invoices, packing lists, certificates of origin, shipping bills, and airway bills. - Coordinate with Regulatory Affairs and Quality teams to ensure availability of COA (Certificate of Analysis), COO, Free Sale Certificates, and product registrations as per importing country requirements. - Ensure all exports comply with DGFT, Customs, and international trade regulations. - Maintain systematic records of export files, approvals, and regulatory correspondence for audit readiness. 3. Communication & Customer Support - Serve as a central point of contact between internal teams and international distributors/customers. - Handle customer inquiries related to product availability, order status, shipment details, and documentation. - Ensure prompt, professional, and accurate communication with overseas partners in fluent English. - Support pre-sales and post-sales activities by maintaining transparent coordination with country managers and service teams. 4. MIS & Sales Reporting - Maintain and update Sales MIS including order status, shipment details, and revenue realization data. - Track export performance region-wise and share regular reports with management. - Assist in preparation of business review presentations, dashboards, and monthly performance summaries. - Monitor pending orders, LC/advance payments, and coordinate with the finance department for documentation and payment clearance. 5. Logistics Coordination & Dispatch Planning - Coordinate with logistics partners and freight forwarders for shipment planning, booking, and dispatch execution. - Ensure timely documentation for customs clearance and export compliance. - Track shipments end-to-end and update customers on expected delivery timelines. - Maintain proactive follow-up to ensure on-time delivery and smooth export operations. 6. Cross-Functional Collaboration - Work closely with Finance, QA, RA, Production, and Supply Chain to ensure business continuity and adherence to delivery commitments. - Support the Regulatory and Marketing teams by providing sales-related data and regional documentation as required. - Participate in internal audits, management reviews, and process improvement initiatives. Qualifications and Experience: - Graduate / Postgraduate degree in Business Administration, International Trade, or Science / Engineering. - Minimum 2 years of experience in export coordination, international sales support, or customer service in the medical devices or healthcare industry. - Strong knowledge of export documentation, LC handling, and international trade compliance. - Familiarity with incoterms, customs documentation, and global regulatory norms preferred. Skills and Competencies: - Fluent in English (spoken and written) with excellent professional communication and email etiquette. - Strong organizational, coordination, and multitasking skills. - In-depth understanding of sales and export documentation processes. - Proficiency in MS Office, ERP systems (SAP / Oracle), and CRM tools. - Ability to handle multiple international accounts and regions simultaneously. - High attention to detail, accuracy, and accountability. - Team player with strong cross-functional collaboration and follow-up abilities. Key Performance Indicators (KPIs): - On-time processing and dispatch of export orders - Accuracy and completeness of export documentation - Customer satisfaction and response time - Timely communication with international partners and internal stakeholders - Compliance with trade regulations and audit readiness - Sales MIS accuracy and reporting efficiency