Administration Assistant

1 week ago

Delhi Delhi, India ADVANCE HYDRAU COMPONENTS PVT LTD Full time

1. **Preparation of Challans**
- **Create and Generate Challans**: Prepare challans (delivery or dispatch notes) for goods being shipped, ensuring accurate information is included such as product details, quantities, and recipient information.
- **Verify Product and Quantity**: Cross-check the goods listed in the challans against inventory and dispatch orders to ensure accuracy before shipment.
- **Coordinate with Warehouse/Inventory Teams**: Ensure that the correct items are picked and packed according to the challan specifications.
- **Ensure Compliance**: Confirm that all required documentation, including delivery notes, invoices, and other legal paperwork, is included with the challan as per company policy.

2. **Coordination with the Dispatch Team**
- **Monitor Dispatch Schedules**: Work closely with the logistics and dispatch teams to track the schedule for goods to be sent out.
- **Ensure Timely Dispatches**: Follow up with the team to ensure timely dispatch of goods as per customer requirements and delivery schedules.
- **Manage Communication Between Teams**: Facilitate effective communication between sales, warehouse, and logistics teams to ensure a smooth dispatch process.
- **Track Shipment Status**: Keep track of dispatched goods, monitor delivery progress, and report any delays or issues to relevant departments.

3. **Inventory Management Support**
- **Update Inventory Records**: Ensure that dispatches are recorded accurately in the inventory management system, reflecting current stock levels.
- **Stock Reconciliation**: Help in reconciling stock discrepancies by comparing actual shipments against inventory levels and order records.

4. **Documentation and Reporting**
- **Maintain Accurate Records**: Maintain files of all dispatched goods, challans, and related paperwork for future reference or auditing purposes.
- **Generate Reports**: Prepare regular reports on dispatch status, pending shipments, and completed deliveries for management review.
- **Handle Customer Queries**: Assist with resolving any issues related to dispatches or documentation, including customer inquiries or complaints about delivery.

5. **Communication and Follow-up**
- **Liaise with Customers**: Coordinate with customers regarding delivery schedules and ensure they receive the correct product and documentation.
- **Resolve Issues Promptly**: Address any challenges or issues that arise during the dispatch process, such as delivery delays or missing goods.
- **Internal Coordination**: Communicate with various departments (Sales, Accounts, Warehouse, etc.) to ensure that all steps in the dispatch process are completed accurately and on time.

6. **General Administrative Support**
- **Assist in Document Filing**: File and organize documents related to dispatches, including packing lists, invoices, and signed delivery confirmations.

7. **Compliance and Quality Control**
- **Ensure Compliance with Legal Requirements**: Ensure all goods are dispatched in compliance with relevant local, state, and national regulations.
- **Check for Quality Control**: Confirm that the goods being dispatched meet company standards before they are sent out.

Skills and Qualifications:

- **Attention to Detail**: Ability to accurately prepare and verify challans and other shipping documents.
- **Communication Skills**: Strong verbal and written communication skills for effective coordination with various teams and customers.
- **Organizational Skills**: Ability to manage multiple dispatches and ensure everything is in order.
- **Proficiency in MS Office or Other Software**: Familiarity with office tools, especially those used for document creation and inventory management.
- **Problem-Solving Skills**: Ability to resolve issues related to shipments and documentation quickly and efficiently.

These responsibilities ensure that the dispatch process is efficient, compliant, and well-coordinated, leading to smooth operations and customer satisfaction.

Pay: ₹9,000.00 - ₹12,000.00 per month

Schedule:

- Morning shift

Supplemental Pay:

- Overtime pay
- Yearly bonus

Work Location: In person

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