Export Sales Executive

ROBOT COMPONENTS PVT. LTD.
**Manufacturer & Exporter of : EARTHMOVING MACHINERY SPARE PARTS**

**Office : Plot No. 2, Site No. 2, 14/3, Mathura Road, Faridabad.**
**Tele : +91-129-4092800**

**Standard Operating Procedure (SOP)**: Export Sales Executive

**Objective**: To ensure efficient management of customer orders, from initial communication to final shipment, while complying with export regulations and maintaining accurate documentation.

I. **Order Management Process**:
1. **Communicating with Customers**: a. Respond promptly to customer inquiries and understand their requirements. b. Collect all necessary information related to the order, such as SKU details, quantities, and delivery dates. c. Provide customers with product information, pricing, and any necessary documentation.

2. **Sales History Analysis**: a. Retrieve and review past sales history for relevant SKUs, if applicable. b. Consider previous pricing, order quantities, and customer feedback to inform current negotiations and decision-making.

3. **Price Review and Negotiation**: a. Review and revise prices based on current market conditions and company policies. b. Negotiate with customers to finalize pricing, taking into account factors such as volume discounts, payment terms, and long-term contracts. c.
Obtain purchase orders from customers once pricing and terms are agreed upon.

4. **Payment Terms and Advances**: a. Coordinate with the finance team to determine appropriate payment terms for each customer. b. Obtain necessary credit approvals and advances as per company policies and customer requirements.

5. **Order Circulation and Tracking**: a. Share finalized orders with relevant internal departments, including production, procurement, quality, and final packing teams. b. Track and monitor the progress of each order, ensuring timely execution and addressing any bottlenecks or delays. c. Communicate updates to customers and address any inquiries or concerns.

6. **Invoice Generation**: a. Obtain the packing note from the final packing team once all SKUs are collected and packed in the required quantities. b. Generate accurate invoices, including all relevant order details, pricing, taxes, and applicable discounts. c. Confirm incoterms with the buyer and ensure they are accurately reflected in the invoice.

7. **Shipping and Documentation**: a. Negotiate shipping costs with logistics partners based on agreed incoterms. b. Handle logistics for sending FCL/LCL by air or sea, sending couriers, and negotiating prices with forwarders. c. Coordinate with freight agents from customers to ensure smooth shipping processes. d. Collaborate with the company's
Customs House Agent (CHA) partner to ensure compliance with export regulations. e.
Monitor and record the progress of shipments, tracking milestones, and obtaining necessary shipping documentation (e.g., shipping bills, Bill of Lading).

8. **Bank Settlement and Ledger Maintenance**: a. Settle Inward Foreign Remittances and shipping bills with banks, ensuring compliance with foreign exchange regulations. b.
Maintain a ledger of Export Customer Accounts, accurately recording payments, advances, and outstanding balances.

**Job Description (JD)**: Export Sales Executive

**Job Title**: Sales and Export Documentation Manager

**Vacancy**: 1

**Background**: Automobile Industry Tractors, Trucks, Cars, Scooters, Bike, Lubricants, and Bearings

**Experience**: 4-5 Years

**Salary**: 25,000-30,000

**Responsibilities**:

- Communicate with customers, understand their requirements, and provide necessary information.
- Analyze sales history for relevant SKUs to inform pricing and decision-making.
- Review and negotiate prices, payment terms, and contracts with customers.
- Obtain purchase orders and coordinate payment terms and advances with the finance team.
- Circulate orders to internal departments and track progress, ensuring timely execution.
- Generate accurate invoices, confirm incoterms, and manage shipping documentation.
- Handle logistics for sending FCL/LCL by air or sea, sending couriers, and negotiating prices with forwarders.
- Coordinate with freight agents from customers to ensure smooth shipping processes.
- Negotiate shipping costs with logistics partners and monitor shipment progress.
- Settle Inward Foreign Remittances and shipping bills with banks.
- Maintain a ledger of Export Customer Accounts, recording payments and outstanding balances.
- Coordinate with procurement teams for timely sourcing of materials.
- Lead generation through internet research and marketing acumen.
- Liaise with banks for efficient processing of export-related transactions.
- Manage duty drawback and GST reconciliation for refunds and rebates.
- Collaborate with production and procurement teams for effective planning.

**Requirements**:

- Bachelor's degree in a relevant field (e.g., Business, International Trade).
- Proven experience in sales, order management, and export documentation.
- Proficiency i