Executive Assistant Export Sales - Khopoli

Stewart Precision Metals Ltd

Khopoli

On-site

INR 600,000 - 900,000

Full time

14 days+

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Job summary

Precision Metals in Khopoli is seeking an Executive Assistant – Export Sales to support the General Manager – Export in day-to-day international sales activities, customer coordination, enquiry and quotation follow‑up, order execution, documentation and MIS reporting.

The role requires commercial awareness, high organization, and the ability to independently follow up with customers and internal departments.

Qualifications

Graduate in Commerce, Business Administration, Engineering or related field.
MBA / International Business qualification will be an advantage.

Responsibilities

Prepare customer enquiries, quotations, and follow-ups with Export GM.
Coordinate with internal departments for order entry, delivery schedules, and documentation.
Maintain export MIS with enquiries, quotations, orders, and status updates.
Support export sales development and customer communication.

Skills

English proficiency

Follow-up discipline

Excel and reporting

Commercial calculations

Incoterms knowledge

Export documentation

Technical product understanding

Coordination capability

Attention to detail

Working under pressure

Multi-customer management

Education

Graduate in Commerce/Business

MBA / International Business (advantage)

Tools

SAP / ERP

Job description

Executive Assistant – Export Sales

Job Description

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

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 decision
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.
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.
Internal Coordination
- Coordinate closely with:
  - Production
  - PPC
  - Quality
  - Purchase
  - Logistics
  - Export Documentation
  - Finance
  - Accounts
  - Dispatch
- Ensure that customer commitments made by the Export department are understood and followed internally.
- Escalate risks before they become customer complaints.
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 documentation
- Ensure documents are accurate and submitted within required timelines.
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 payments
- The purpose of the MIS is to give the Export GM and management a clear overall picture of export business at any point in time.
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 action
- Follow up regularly until the opportunity is converted into business.
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.
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 reports
- All communication should be clear, professional and commercially appropriate.