Account Executive

Position: Account Executive / Sales & Dispatch Coordinator

Experience: 3+ Year (Sales Support / Dispatch / Commercial Operations)

Or CA inter who has completed his / her articleship. ​

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

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

Communication & Coordination Skills

• Professional email drafting for:
• Dispatch updates
• Invoice sharing
• Payment follow-ups
• Clear coordination with:
• Internal teams (Sales, Production, Accounts)
• Logistics vendors and transporters
• Ability to provide timely and accurate client updates.

Requirements

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Required Skills

Technical Skills

• Zoho Creator
• Tally / Zoho Books
• Excel (Basic to Intermediate)
• E-Way Bill & GST Portals

Operational Skills

• Sales documentation
• Dispatch coordination
• Payment follow-ups
• IMPEX documentation

Soft Skills

• Strong attention to detail
• Time management
• Ownership and accountability
• Problem-solving mindset

Ideal Candidate Profile

• Bachelor’s degree in Commerce / Business / Accounting
• Minimum 1 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