Teams Member Sales Co-ordination

Job Summary:

The position is responsible for overseeing and managing the daily movement of vehicles,

coordination of dispatch operations (both domestic and export), pipeline invoicing, and

ensuring smooth logistics operations. This role involves close collaboration with internal

teams (marketing, sales, and process departments), external stakeholders (customers,

transporters, drivers), and managing compliance with regulatory requirements.

Key Responsibilities:

1. Vehicle Movement & Dispatch Coordination

 Domestic Dispatch:

o Issue Delivery Orders (DO) and Delivery Instruction (DI) to drivers based on

customer requirements.

o Ensure all checks (product, quantity, contract, vehicle details, transportation,

safety) are completed before allowing vehicle entry.

o Supervise the loading process, ensuring compliance with Road Transport

Office (RTO) loading capacity and generating dispatch documents (GST

invoices, e-way bills).

o Handover all necessary dispatch documents (invoice, dispatch documents) to

the driver.

 Export Dispatch:

o Coordinate with transporters to arrange containers for export and provide

transporter details to marketing for export planning.

o Follow up with transporters for container stuffing and coordinate export

documentation (GST invoices, commercial invoices, packing lists, RFID

sealing).

o Communicate with marketing, transporters, and the plant to resolve issues

during container gate-in.

o Circulate relevant documents to concerned teams and follow up with

marketing for credit-related queries on export dispatch.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

Skills & Qualifications:

 Minimum Bachelor’s degree (Bcom/BA/BSc)and Certification in Supply Chain

Management / Material Management preferrable.(MBA preferrable)

 Minimum 5 to 10 years 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.

Work Conditions:

 Round-the-clock availability may be required to oversee dispatch operations.

 Interaction with drivers, in-plant departments, transporters, and marketing teams.

 Involves working in a fast-paced environment with time-sensitive tasks related to

dispatch and invoicing.