Ideal Candidate Profile Bachelor's degree in
Commerce / Business / Accounting Minimum 4
year experience in Sales Support, Dispatch, or Commercial Operations Familiarity with ERP systems, GST compliance, and documentation workflows Strong discipline in documentation and professional communication budget - 35-40k location - bhiwandi Key Responsibilities:
Prepare job costings using Zoho Creator and coordinate approvalsIssue Proforma Invoices, Sales Orders, and Final InvoicesCoordinate with production for job readiness and dispatch schedulingPrepare and verify dispatch documents (Invoice, LR, E-Way Bill, Packing List)Record sales and receipts in Tally / Zoho BooksHandle payment follow-ups, outstanding reminders, and balance confirmationsManage marine insurance declarations for dispatchesPrepare Import & Export documents including BOE and Shipping Bill submission to bankMaintain proper filing of sales, dispatch, and audit documents *Job Responsibilities *1. Costing & Job Management Prepare accurate job costings using
Zoho Creator. Ensure costing approvals before issuing sales documents. Coordinate with sales and production teams for job confirmation.
- 2. Sales Documentation & Order Processing
Prepare and issue
Proforma Invoices for client approval.
Generate
Sales Orders after confirmation of job costing and receipt of client PO.
Coordinate approved jobs with production and track readiness for dispatch.
Prepare, generate, and verify dispatch documents including:
Final Tax Invoice
Lorry Receipt (LR)
E-Way Bill
Packing List (PL)
Ensure accuracy and compliance before dispatch.
Share dispatch documents with clients, logistics partners, and internal teams in a timely manner.
Track dispatch status and coordinate delivery follow-ups.
- 4. Sales Entry & Audit Filing
Record sales invoices and receipts in
Tally / Zoho Books.
Ensure proper posting of GST, ledger entries, and outstanding balances.
Maintain organized digital and physical filing of invoices, dispatch documents, and records for audits.
- 5. Marine Insurance Handling
Maintain marine insurance records for all applicable shipments.
Ensure timely insurance declarations for each dispatch.
Verify invoice value, transport mode, and shipment details for insurance compliance.
- 6. Other Accounting Activities
Send
balance payment requests to clients.
Prepare and send
outstanding payment reminder emails.
Share
balance confirmation emails with clients periodically.
Coordinate with accounts team for payment follow-ups and closures.
- Business Process Knowledge Required
Complete understanding of the
order-to-cash cycle:
Inquiry Proforma Invoice Sales Order Production Dispatch Invoicing Payment Follow-up
Coordination between sales, production, logistics, and accounts teams.
Awareness of dispatch timelines and production readiness.
- Document & Regulatory Knowledge
GST Rules & Taxation
GST applicability, HSN codes, tax calculations, and invoice structure.
E-Way Bill Rules
Applicability, required details, validity, and portal usage.
Dispatch Documentation
Invoice, Packing List, LR, E-Way Bill requirements.
Marine Insurance Basics
Insurance declarations and document requirements.
Basic Accounting Knowledge
Sales entries, receipt entries, credit/debit notes, and ledger tracking.
Zoho Creator Job costing, forms, and approvals
Tally / Zoho Books Sales, receipts, ledgers, reports
GST & E-Way Bill Portals
Excel / Google Sheets Trackers, formulas, reporting
Document Filing Systems Digital and physical record management
- Communication & Coordination Skills
Professional
email drafting for:
Dispatch updates
Invoice sharing
Payment follow-ups
Clear coordination with:
Internal teams (Sales, Production, Accounts)
Logistics vendors and transporters
Ability to provide timely and accurate client updates.
Requirements
Zoho Creator
Tally / Zoho Books
Excel (Basic to Intermediate)
E-Way Bill & GST Portals
Sales documentation
Dispatch coordination
Payment follow-ups
IMPEX documentation
Strong attention to detail
Time management
Ownership and accountability
Problem-solving mindset
