International Sales Coordinator

Job Title:

Sales Coordinator – International Business (Medical Devices)

Department:

International Business – Sales Coordination

Location:

Vapi, Gujarat

Reports To:

Manager / Senior Manager – International Business

Job Purpose:

sales coordination, documentation, and customer support

Key Responsibilities:

1. Sales Coordination & Order Management

• Coordinate the complete

  order-to-delivery process

  for export markets — from receipt of purchase orders to dispatch and invoicing.
• Communicate with regional sales teams, distributors, and country managers to confirm order details, delivery schedules, and documentation requirements.
• Liaise with

  Production, Supply Chain, Quality Assurance, and Logistics

  to ensure timely order fulfillment.
• Monitor and update order trackers, shipment schedules, and dispatch records on a regular basis.
• Support commercial teams in preparing

  quotations, proforma invoices, and order acknowledgments.

2. Export Documentation & Regulatory Compliance

• Prepare and verify

  export-related documents

  such as invoices, packing lists, certificates of origin, shipping bills, and airway bills.
• Coordinate with

  Regulatory Affairs and Quality teams

  to ensure availability of

  COA (Certificate of Analysis), COO, Free Sale Certificates, and product registrations

  as per importing country requirements.
• Ensure all exports comply with

  DGFT, Customs, and international trade regulations.

• Maintain systematic records of export files, approvals, and regulatory correspondence for audit readiness.

3. Communication & Customer Support

• Serve as a central point of contact between

  internal teams and international distributors/customers.

• Handle customer inquiries related to product availability, order status, shipment details, and documentation.
• Ensure prompt, professional, and accurate communication with overseas partners in

  fluent English.

• Support pre-sales and post-sales activities by maintaining transparent coordination with country managers and service teams.

4. MIS & Sales Reporting

• Maintain and update

  Sales MIS

  including order status, shipment details, and revenue realization data.
• Track export performance region-wise and share regular reports with management.
• Assist in preparation of

  business review presentations, dashboards, and monthly performance summaries.

• Monitor pending orders, LC/advance payments, and coordinate with the finance department for documentation and payment clearance.

5. Logistics Coordination & Dispatch Planning

• Coordinate with logistics partners and freight forwarders for shipment planning, booking, and dispatch execution.
• Ensure timely documentation for customs clearance and export compliance.
• Track shipments end-to-end and update customers on expected delivery timelines.
• Maintain proactive follow-up to ensure

  on-time delivery and smooth export operations.

6. Cross-Functional Collaboration

• Work closely with

  Finance, QA, RA, Production, and Supply Chain

  to ensure business continuity and adherence to delivery commitments.
• Support the

  Regulatory and Marketing

  teams by providing sales-related data and regional documentation as required.
• Participate in

  internal audits, management reviews, and process improvement initiatives.

Qualifications and Experience:

• Graduate / Postgraduate degree

  in

  Business Administration, International Trade, or Science / Engineering.

• Minimum 2 years of experience

  in

  export coordination, international sales support, or customer service

  in the

  medical devices or healthcare industry.

• Strong knowledge of

  export documentation, LC handling, and international trade compliance.

• Familiarity with

  incoterms, customs documentation, and global regulatory norms

  preferred.

Skills and Competencies:

• Fluent in English (spoken and written)

  with excellent professional communication and email etiquette.
• Strong organizational, coordination, and multitasking skills.
• In-depth understanding of

  sales and export documentation processes.

• Proficiency in

  MS Office, ERP systems (SAP / Oracle), and CRM tools.

• Ability to handle multiple international accounts and regions simultaneously.
• High attention to detail, accuracy, and accountability.
• Team player with strong cross-functional collaboration and follow-up abilities.

Key Performance Indicators (KPIs):

• On-time processing and dispatch of export orders
• Accuracy and completeness of export documentation
• Customer satisfaction and response time
• Timely communication with international partners and internal stakeholders
• Compliance with trade regulations and audit readiness
• Sales MIS accuracy and reporting efficiency