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Order Fulfilment Executive

3 months ago

Guindy Chennai Tamil Nadu, India ZwickRoell Private Limited Full time

The Order Fulfilment Executive (OFE) will process the customer orders and meet the service levels to create seemless experience and provide passionate customer orientation.

The OFE will handle sales and service orders, logistics services, imports and custom formalities, perform administrative task of order fulfillment for the assigned geographies in corodination with our international suppliers.

Manage and maintain records & reports required for order fulfillment.

Duties for Sales process

  • Process sales orders received from customers.
  • Check the purchase order received from the sales team for the commercial terms
  • Enter the data in Zoho books
  • Examine the master checklist for the new Purchase Order (PO) received from V2 and fill in the commercial details and send it back to V2 for further processing with ZRX
  • Check order confirmation and proforma invoice received from V2, and after checking send it to customer for establishing Letter of Credit (LC)/Remittance advice in case of advance payment.
  • Coordinate with customers for the Draft LC/remittance advice and review the same with ZRX
  • Coordinate with customers for the corrections to be done on the LC
  • Get the original LC/remittance advice from the customer
  • Coordinate with ZRX for the readiness information
  • Prepare the Delivery Order and share it with ZRX
  • Nominate the freight forwarders for the shipment after receipt of packing details from ZRX
  • Follow up with freight forwarder for timely delivery of the machines in coordination with customers
  • Coordinate with ZRX and ZRIN finance dept. for Performance Bank Guarantee and counter guarantees
  • Coordinate with ZRX for AR statements and update the status
  • Coordinate with service department for the Final Acceptance Certificate
  • Coordinate with the customer for the outstanding / balance payments

Duties for Sales process

  • Process sales orders received from customers.
  • Check the purchase order received from the sales team for the commercial terms
  • Enter the data in Zoho books
  • Examine the master checklist for the new Purchase Order (PO) received from V2 and fill in the commercial details and send it back to V2 for further processing with ZRX
  • Check order confirmation and proforma invoice received from V2, and after checking send it to customer for establishing Letter of Credit (LC)/Remittance advice in case of advance payment.
  • Coordinate with customers for the Draft LC/remittance advice and review the same with ZRX
  • Coordinate with customers for the corrections to be done on the LC
  • Get the original LC/remittance advice from the customer
  • Coordinate with ZRX for the readiness information
  • Prepare the Delivery Order and share it with ZRX
  • Nominate the freight forwarders for the shipment after receipt of packing details from ZRX
  • Follow up with freight forwarder for timely delivery of the machines in coordination with customers
  • Coordinate with ZRX and ZRIN finance dept. for Performance Bank Guarantee and counter guarantees
  • Coordinate with ZRX for AR statements and update the status
  • Coordinate with service department for the Final Acceptance Certificate
  • Coordinate with the customer for the outstanding / balance payments
  • Prepare local purchase orders and coordinate with the supplier for supply in case the order requires a local supply in coordination with the sales engineer

Duties for Service process (Annual Maintenance Contracts (AMC) & One time Job)

  • Check the PO received from service department with the final offer for commercial terms
  • Enter the data in Zoho books
  • Prepare the Order Confirmation and submit to customers
  • Prepare the invoice / proforma invoice as per the payment terms
  • Coordinate with the customer for the advance payment
  • Follow up with the customer for the outstanding payments

Duties for Service process (Spares/Accessories orders)

  • Check the PO received from service department with the final offer for commercial terms
and acknowledge the same

  • Enter the data in Zoho books
  • Check the OC/PI received from ZRX and send it to customer for Direct orders
  • Prepare the OC/PI for the customer in INR and send it to customer for Resale orders
  • Follow up with customer for the payment details for Direct orders/Resale orders
  • Send the remittance advice to ZRX for Direct Orders
  • Coordinate with ZRX for the dispatch details once the payment is received
  • Nominate the freight forwarder as per the latest INCOTERM in the PO
  • Follow up with freight forwarder for timely delivery of the items.
  • Send the final dispatch details to the customer
  • Follow the Resale process including checking the actual items, preparation of invoice, Eway bill in coordination with the transporter, coordinate with customs authorities
  • Inform the shipment status to RSMs as per the INCOTERMS for installation
  • Coordinate with customers for the payment
  • Follow up with customer for outstanding payments based on the list received from the accounts depa