Sales Coordination Specialist

Job Title: Sales Coordination Specialist

Our company is seeking a highly skilled Sales Coordination Specialist to join our team. In this role, you will be responsible for overseeing the daily movement of vehicles, coordinating dispatch operations, and ensuring smooth logistics operations.

The ideal candidate will have a strong background in sales and logistics coordination, with excellent organizational, communication, and coordination skills. You will be able to handle high volumes of daily transactions and work effectively in a fast-paced environment.

Key Responsibilities:

1. 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.
• Export Dispatch:
• 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.
• Circulate relevant documents to concerned teams and follow up with marketing for credit-related queries on export dispatch.

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.

Required Skills & Qualifications:

Our ideal candidate will have a Bachelor's degree and Certification in Supply Chain Management / Material Management preferred. They must also have minimum 5 to 10 years of experience in sales/logistic coordination, with strong knowledge of logistics operations, export documentation, and familiarity with GST laws, SAP software, and inventory management systems.

Benefits:

We offer a challenging and rewarding environment with significant opportunities for growth and a competitive salary and benefits package.

How to Apply:

If you are a motivated and results-driven professional looking for a new challenge, please submit your resume and cover letter for consideration.

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