Accounts Executive

Position: Account Executive / Sales & Dispatch Coordinator

Experience: 1+ 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
  

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

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