Sales & Marketing Coordinator

About Avid Organics Pvt. Ltd:

Avid Organics is a specialty chemical manufacturer based in Vadodara, Gujarat, producing high-purity organic chemicals including Glycolic Acid, Glycine, and their derivatives. We export to global markets across the US, EU, and beyond. With subsidiaries being set up in the US and EU, we are scaling rapidly and building the systems and teams to match our ambition. This is a company in genuine transformation and this role is a core part of it.

Position Overview

Title: Sr. Executive, Export Sales

Department: Sales & Marketing

Reporting To: Sales Manager

Location: Vadodara, Gujarat (On-site) Corporate Office

Experience: 3–5 Years

We are seeking a Sr. Executive, Export Sales who will own the post-order customer experience from order confirmation through payment collection. This is a proactive, process-driven role at the centre of our international sales operations.

You will be the primary operational contact for our international customers, ensuring every order is tracked, every shipment is communicated proactively, and every document reaches the customer on time.

You will sit between our Sales team and our Logistics team, making sure nothing falls through the cracks.

This role is ideal for someone who is highly organised, communication-first, and takes real ownership. You should be the kind of person who updates the customer before the customer has to ask.

Responsibilities

• Acknowledge and confirm customer purchase orders within 24 hours. Track each order through production, dispatch, and shipment while maintaining accurate status in ERP at all times.

• Serve as the primary operational contact for international customers across US, EU, and global markets. Send proactive updates at every milestone: order confirmation, dispatch, vessel booking, BL release, and delivery. All external communication must be in clear, professional English.

• Ensure timely preparation and sharing of all export documents: Commercial Invoice, Packing List, Bill of Lading (BL), Certificate of Analysis (COA), Certificate of Origin, and any customer-specific requirements. Coordinate with the Logistics Executive and CHA to ensure accuracy.

• Follow up with customers on outstanding payments as per agreed PO terms. Coordinate with Finance on invoice submission, payment receipts, and overdue accounts. Flag delays to the Sales Manager promptly.

• Support the Sales team with preparing quotations, proforma invoices, and product information for new enquiries. Assist in maintaining customer records and order history in Odoo ERP.

• Maintain and share MIS reports on order status, dispatch performance, and collections as required by the Sales Manager.

• Work closely with the Production team on manufacturing timelines, the Logistics Executive on shipment readiness, and Finance on LC documentation and payment tracking.

Qualifications & Skills

• 3–5 years of experience in export coordination or international sales support, preferably in a chemical, pharmaceutical, or manufacturing company.

• Strong working knowledge of export documentation: Bill of Lading (BL), Certificate of Analysis (COA), Commercial Invoice, Packing List, Certificate of Origin, and Letter of Credit (LC).

• Excellent written and spoken English; this is non-negotiable. You will be communicating daily with international customers.

• Hands-on experience with an ERP system. Odoo experience is a strong advantage.

• Proficiency in MS Excel, MS Outlook, and AI tools like Claude.

• Proactive communication style: you escalate early and update customers before they have to ask.

• Highly organised with strong attention to detail. Documentation errors in export have real consequences.

• Any graduate: B.Com, BBA, B.Sc., or equivalent. A background in International Business or Export Management is an advantage.

Additional Information

At Avid Organics, we are in an exciting phase of building new systems, new processes, structured teams, and real accountability. We believe in giving our people ownership and the space to grow. If you are someone who thrives on process, communicates clearly, and takes pride in getting things right the first time, this role is built for you.

Apply Now! Visit our website or contact us at [Confidential Information] to learn more.