Operations Coordinator

The Operations Coordinator role is responsible for overseeing and managing daily vehicle movement, dispatch operations (domestic and export), pipeline invoicing, and ensuring smooth logistics. This involves close collaboration with internal teams (marketing, sales, and process departments), external stakeholders (customers, transporters, drivers), and regulatory compliance.

Key Responsibilities:

• Vehicle Movement & Dispatch Coordination:
  • Coordinate with drivers to issue delivery orders and instructions based on customer requirements.
  • Ensure all checks are completed before allowing vehicle entry.
  • Supervise the loading process, ensuring road transport office loading capacity and generating dispatch documents.
  • Handover dispatch documents to the driver.
  • Export Dispatch:
  • Coordinate with transporters to arrange containers for export and provide transporter details to marketing.
  • Follow up with transporters for container stuffing and coordinate export documentation.
  • 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 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 delivery orders, load receipts, 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 and ensure record-keeping compliance.
  • Tally dispatches and stock records 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 for export documentation.

Required Skills and Qualifications:

• Bachelor's degree in a relevant field.
• Minimum 5 to 10 years of 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.

Benefits:

A competitive salary and benefits package.

A challenging and rewarding environment with significant opportunities for growth.

Competencies:

We are looking for individuals who possess the following competencies:

• Agile Towards Change and Innovation.
• Builds a Performance & Development Culture.
• Builds Partnership with Stakeholders.
• Executes Efficiently.
• Focused on Achieving Results.
• Thinks Strategically and Acts Decisively.

About Us:

We offer a dynamic and supportive work environment that values innovation, teamwork, and continuous learning.