Exports Coordinator – International Sales

Job Description

About Cosmos Pumps

Cosmos Pumps is an Indian manufacturer of rugged dewatering and specialty pumps serving construction/infra, mining, and municipal applications, with a growing export presence across the Gulf, Africa, Russia/CIS, and other international markets.

Role Purpose

To support international sales operations by managing export leads, quotations, sales funnel follow-ups, and coordinating export execution and documentation, ensuring timely responses, smooth shipments, and zero compliance gaps.

Key Responsibilities

1) Lead Management, Account Nurturing & Sales Funnel Support

• Manage and nurture assigned export leads and customer accounts received from marketing, exhibitions, website, and channel partners.

• Act as the primary coordination point for ongoing lead accounts—ensuring continuity, responsiveness, and relationship maintenance.

• Perform basic lead qualification (application, quantity, destination, urgency) and coordinate with Pre-Sales for technical inputs.

• Own and update sales funnel stages in CRM (Lead → Contacted→ Deal).
• Capture customer feedback, objections, and commercial inputs and escalate strategically to the BDM.
• Ensure no lead or account goes dormant due to lack of follow-up.

2) Quotation & Proposal Preparation

• Prepare and coordinate techno-commercial quotations, budgetary offers, and configuration sheets in collaboration with BDM- Exports.

• Share quotations, corporate catalogues, and standard documents with customers and distributors.

• Support commercial negotiations through timely data, revisions, and internal coordination (commercial authority remains with management).

3) Export Order Coordination (Post-Order Support)

• Coordinate execution of confirmed export orders after internal order processing.
• Track production readiness, inspection requirements, and dispatch schedules with

Planning and Operations teams.

• Act as a single coordination interface between Sales, Planning, Logistics, and Finance for

smooth order execution.

• Ensure proactive communication with customers and distributors on order progress.

(Note: Sales Order creation is handled by a centralized team; this role focuses on

coordination, tracking, and follow-ups.)

4) Export Documentation & Compliance

Prepare, review, and coordinate export documentation including:

• Proforma Invoice (PI)
• Commercial Invoice & Packing List
• HS Codes, Certificate of Origin (COO)
• Insurance & Inspection Certificates
• Bill of Lading (BL) / Airway Bill (AWB)
• Ensure zero-discrepancy documentation aligned with Incoterms, LC clauses, and destination-country requirements.

5) Logistics, Finance & Payment Coordination

Coordinate with Logistics, CHA, and Freight Forwarders for shipment planning and vessel schedules.

• Track advances, milestone payments, and post-shipment document submissions.
• Support the Finance team in:
  • LC documentation coordination
  • Bank submissions
  • Export incentive documentation (ECGC, RoDTEP), as guided
• Follow up internally and externally to ensure payment timelines are met.

6) Reporting, CRM Ownership & Hygiene

Maintain accurate and updated records in CRM/ERP for:

• Leads and accounts
• Quotations and revisions
• Funnel stages
• Order and shipment status

Prepare and share weekly/monthly reports on:

• Funnel movement and lead nurturing status
• Quotation follow-ups
• Order execution progress
• Pending payments and action points

Skills and Qualifications

Qualifications

• Bachelor’s degree (Business, Commerce, Engineering preferred).
• 2–5 years of experience in export coordination / international sales support
• Working knowledge of:o Incoterms
  • Export documentation
  • HS Codes
  • International logistics
  • LC fundamentals

Skills &Tools

• Strong follow-up discipline, coordination, and account-handling skills.
• Ability to nurture multiple lead accounts simultaneously across different geographies.
• Sound commercial understanding with high attention to detail.
• Proficiency in CRM, Excel / Google Sheets, and documentation tools.
• Clear written and spoken English for international communication.