Sales coordination

Purpose of the Position (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 Individual Accountabilities

1. Vehicle Movement & Dispatch Coordination

Domestic Dispatch :

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.

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.

Key Interactions

Internals

HODs

All departments

Team Members

Externals

Customers

Drivers

Technical & Behavioral Skills & Knowledge

Minimum Bachelor’s degree and Certification in Supply Chain Management / Material Management 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.

Key Performance Indicators

Smooth running of shift with safe process operation

Work performance

Team Work & Relationship

Attitude towards Work

Initiative

Discipline & safety, health & environment consciousness

Competencies

Agile Towards Change and Innovation, PL1

Builds a Performance & Development Culture , PL1

Builds Partnership with Stakeholders, PL1

Executes Efficiently , PL1

Focused on Achieving Results, PL1

Thinks Strategically and Acts Decisively, PL1

What We Offer :

A challenging and rewarding environment with significant opportunities for growth.

Competitive salary and benefits.

How to Apply :

If you meet the qualifications and experience needed for this position, please click the "Apply" button to submit your application, and also follow our page for further updates.