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Vehicle Logistics Coordinator

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Mount Abu, Rajasthan, India beBeeLogistics Full time ₹ 12,00,000 - ₹ 25,00,000
Job Title

The position of Vehicle Logistics Coordinator plays a crucial role in overseeing the daily movement of vehicles, coordination of dispatch operations, pipeline invoicing, and ensuring smooth logistics operations. This role involves close collaboration with internal teams (marketing, sales, process departments), external stakeholders (customers, transporters, drivers), and managing compliance with regulatory requirements.

Key Responsibilities:
  • Vehicle Movement & Dispatch Coordination:
    • Issue Delivery Orders (DO) and Delivery Instruction (DI) to drivers based on customer requirements.
    • Ensure all checks (product, quantity, contract, vehicle details, transportation, safety) are completed before allowing vehicle entry.
    • Supervise the loading process, ensuring compliance with Road Transport Office (RTO) loading capacity and generating dispatch documents (GST invoices, e-way bills).
    • Handover all necessary dispatch documents (invoice, dispatch documents) to the driver.
    • Coordinate with transporters to arrange containers for export and provide transporter details to marketing for export planning.
    • Follow up with transporters for container stuffing and coordinate export documentation (GST invoices, commercial invoices, packing lists, RFID sealing).
    • Communicate with marketing, transporters, and the plant to resolve issues during container gate-in.
  • Pipeline Invoicing:
    • Receive pipeline reports from the process team and raise invoices based on these reports.
    • Coordinate with the process team to resolve any queries related to pipeline reports.
    • Send pipeline invoices to customers regularly and address any invoice-related issues.
  • Cross-Departmental Coordination:
    • Collaborate with the marketing team to resolve material allocation, customer contract, pricing, credit limit, and priority dispatch queries.
    • Communicate with customers, transporters, and drivers to resolve issues related to DO, LR, contracts, credit limits, safety, and vehicle/driver documents.
    • Coordinate with the in-plant department to ensure stock availability for invoicing and prioritize loading based on marketing needs.
  • Document Management & Reporting:
    • Generate and maintain dispatch documents, including GST invoices, e-way bills, delivery challans, and commercial/export invoices.
    • Maintain periodic reports (export statements, chlorine & hydrogen licenses, MEIS claims, ORM presentations) and ensure record-keeping compliance.
    • Tally dispatches and stock records (duty-free exports, SEZ dispatches) with transaction registers and update stock in SAP.
  • Compliance & Audit:
    • Handle documentation and correspondence with GST departments and other regulatory bodies.
    • Participate in internal audits, ISO, and safety compliance training, and manage digital signature certificates for invoicing officers.
    • Ensure compliance with safety regulations during vehicle gate-ins, including tanker inspections and safety audits.
  • Logistics & Incident Reporting:
    • Conduct incident investigations and report to relevant stakeholders.
    • Provide data for system integrations and participate in daily meetings for updates on logistics.
    • Track and trace outbound vehicles, communicate deviations, and ensure safe transportation practices by conducting driver awareness training.
    • Schedule export container pickups, coordinate with transporters, and follow up with Custom House Agents (CHA) for export documentation.
    Requirements:
    • Minimum Bachelor's degree and Certification in Supply Chain Management / Material Management preferable.
    • Minimum 5 to 10 years experience in sales/logistic coordination,
    • Strong knowledge of logistics operations, export documentation
    • Familiarity with GST laws, SAP software, and inventory management systems.
    • Excellent organizational, communication, and coordination skills.
    • Ability to handle high volumes of daily transactions (up to 200 vehicles per day).
    • Knowledge of safety standards, ISO compliance, and audit processes is a plus.