Job Description
Position: Account Executive
Experience: 4+ Year (Sales Support / Dispatch / Commercial Operations)
Key Responsibilities:
- Prepare job costings using Zoho Creator and coordinate approvals
- Issue Proforma Invoices, Sales Orders, and Final Invoices
- Coordinate with production for job readiness and dispatch scheduling
- Prepare and verify dispatch documents (Invoice, LR, E-Way Bill, Packing List)
- Record sales and receipts in Tally / Zoho Books
- Handle payment follow-ups, outstanding reminders, and balance confirmations
- Manage marine insurance declarations for dispatches
- Prepare Import & Export documents including BOE and Shipping Bill submission to bank
- Maintain proper filing of sales, dispatch, and audit documents
Job Responsibilities
1. Costing & Job Management
- Prepare accurate job costings using Zoho Creator.
- Ensure costing approvals before issuing sales documents.
- Coordinate with sales and production teams for job confirmation.
2. Sales Documentation & Order Processing
- Prepare and issue Proforma Invoices for client approval.
- Generate Sales Orders after confirmation of job costing and receipt of client PO.
- Coordinate approved jobs with production and track readiness for dispatch.
3. Dispatch Operations
- Prepare, generate, and verify dispatch documents including:
- Final Tax Invoice
- Lorry Receipt (LR)
- E-Way Bill
- Packing List (PL)
- Ensure accuracy and compliance before dispatch.
- Share dispatch documents with clients, logistics partners, and internal teams in a timely manner.
- Track dispatch status and coordinate delivery follow-ups.
4. Sales Entry & Audit Filing
- Record sales invoices and receipts in Tally / Zoho Books.
- Ensure proper posting of GST, ledger entries, and outstanding balances.
- Maintain organized digital and physical filing of invoices, dispatch documents, and records for audits.
5. Marine Insurance Handling
- Maintain marine insurance records for all applicable shipments.
- Ensure timely insurance declarations for each dispatch.
- Verify invoice value, transport mode, and shipment details for insurance compliance.
6. Other Accounting Activities
- Send balance payment requests to clients.
- Prepare and send outstanding payment reminder emails.
- Share balance confirmation emails with clients periodically.
- Coordinate with accounts team for payment follow-ups and closures.
Business Process Knowledge Required
- Complete understanding of the order-to-cash cycle:
- Inquiry Proforma Invoice Sales Order Production Dispatch Invoicing Payment Follow-up
- Coordination between sales, production, logistics, and accounts teams.
- Awareness of dispatch timelines and production readiness.
Document & Regulatory Knowledge
- GST Rules & Taxation
- GST applicability, HSN codes, tax calculations, and invoice structure.
- E-Way Bill Rules
- Applicability, required details, validity, and portal usage.
- Dispatch Documentation
- Invoice, Packing List, LR, E-Way Bill requirements.
- Marine Insurance Basics
- Insurance declarations and document requirements.
- Basic Accounting Knowledge
- Sales entries, receipt entries, credit/debit notes, and ledger tracking.
System & Tool Knowledge
- Zoho Creator Job costing, forms, and approvals
- Tally / Zoho Books Sales, receipts, ledgers, reports
- GST & E-Way Bill Portals
- Excel / Google Sheets Trackers, formulas, reporting
- Document Filing Systems Digital and physical record management
Ideal Candidate Profile
- Bachelor's degree in Commerce / Business / Accounting
- Minimum 4 year experience in Sales Support, Dispatch, or Commercial Operations
- Familiarity with ERP systems, GST compliance, and documentation workflows
- Strong discipline in documentation and professional communication
