Sales & Export Documentation Executive

Company

INCERTECH PRIVATE LIMITED

Location

Mumbai / Thane / Maharashtra

Department

Sales & Export Coordination

Employment Type

Full-Time

About the Role

INCERTECH is looking for a Sales & Export Documentation Executive to support the Sales, Export, Accounts and Operations teams.

The candidate will be responsible for preparing and maintaining sales and export documents, coordinating with customers and internal departments, supporting export shipments, and ensuring that all required documents are accurate and available on time.

Engineering qualification is NOT required. Candidates from commerce, business administration, logistics, export-import, or other relevant backgrounds are welcome.

Key Responsibilities1. Sales Documentation

Prepare sales-related documents, quotations and commercial documents.

Prepare and maintain customer records and sales documentation.

Coordinate with the sales team for customer inquiries and quotation requirements.

Maintain quotation, order and follow-up records.

Prepare documents required for customer approval and order processing.

Maintain proper records of customer communication and documents.

Export Documentation

Handle preparation and coordination of export documentation, including

Commercial Invoice

Packing List

Proforma Invoice

Shipping documents

Certificate of Origin

Air Waybill / Bill of Lading

Shipping instructions

Export declarations and supporting documents

Customer-required certificates and documents

Other documents required for international shipments

Coordinate with freight forwarders, courier companies and shipping agents.

Check documents before shipment to minimize errors or discrepancies.

Maintain proper records of all export shipments and documents.

Follow up on shipment status and documentation requirements.

Coordination with Export Team

Coordinate with the Export team for shipment planning and documentation.

Collect required information from Sales, Stores, Production and Dispatch.

Coordinate with the freight forwarder/courier for shipment arrangements.

Ensure documents are prepared and shared within the required timeline.

Track pending export documentation and shipment-related requirements.

Coordinate with customers regarding shipping instructions and document requirements.

Coordination with Accounts Team

Coordinate with Accounts for commercial invoices and payment-related documents.

Share customer/order information required for invoicing.

Coordinate for advance payments, balance payments and payment follow-ups.

Ensure invoice values and customer details are consistent across documents.

Support Accounts in providing export-related documents required for banking and accounting records.

Maintain proper documentation for completed transactions.

Customer Communication

Communicate with customers through email, phone and WhatsApp.

Send quotations, invoices, packing lists and other approved documents.

Follow up with customers for pending information/documents.

Respond to routine customer documentation queries.

Coordinate with the Sales team for customer requirements.

Internal Coordination

Coordinate with

Sales → Export → Accounts → Purchase → Stores → Production → QC → Dispatch

to ensure that customer orders and export shipments move smoothly.

Follow up with respective departments for pending information.

Maintain an updated status of orders and shipments.

Escalate delays or documentation issues to the concerned person.

Maintain proper written records of important communications.

Required Skills

Good communication skills in English.

Good email drafting and communication skills.

Good knowledge of MS Excel and MS Word.

Strong documentation and record-keeping skills.

Good attention to detail.

Ability to coordinate with multiple departments.

Good follow-up skills.

Ability to organize multiple orders and shipments simultaneously.

Basic understanding of commercial/export documents.

Willingness to learn export-import procedures.

Educational Qualification

Any of the following

B.Com

BBA

BBM

BMS

Diploma in Export & Import

Diploma/Degree in Logistics or Supply Chain

Any Graduate with good documentation and communication skills

Engineering qualification is not required.

Experience

0–3 years of experience in any of the following areas is preferred

Export documentation

Import-export

Logistics

Sales coordination

Commercial documentation

Accounts coordination

Back-office sales

Order processing

Customer coordination

Freshers with good communication, documentation and Excel skills may also apply.

Important Qualities

We are looking for a person who is

Highly organized

Good at documentation

Good at follow-up

Responsible for deadlines

Careful with numbers and customer details

Comfortable coordinating with different departments

Good at email communication

Willing to learn export procedures

Able to maintain proper records

Key Performance Indicators (KPIs)

Accuracy of export and sales documents

Timely preparation of documents

Export shipment coordination

Pending document follow-up

Customer response time

Internal coordination

Order documentation accuracy

Payment/document coordination with Accounts

Proper maintenance of sales and export records

Career Opportunity

This position provides an opportunity to develop expertise in

Sales Coordination → Export Documentation → International Logistics → Export Operations → Commercial Operations

Candidates who demonstrate strong coordination and documentation skills can grow into Export Executive / Export Coordinator / Commercial Executive / Sales Operations roles.

Pay

₹10,052.83 - ₹33,551.10 per month

Benefits

Cell phone reimbursement

Flexible schedule

Health insurance

Provident Fund

Work Location

In person