Document Executive

General Description of the Position:

Reporting to the Sr. Supply Chain officer, responsible for assisting Sales & Logistics team in timely and flawless making of pre & post sales commercial documents in an efficient manner. Communicate with customers to share timely update on document status and seamless flow of same. Coordinate with internal depts (i.e. S&M Team, Finance, Production, Quality etc.) and external customers to ensure correct preparation of commercial & shipping documents.

The position will also be required to work with Customer Support Officer for preparation & maintenance of monthly MIS, sales reports, projections – weekly, monthly & annual.

1. Functional Coordination: Sales & Logistics Team based in Oman & India, Production, QC & Finance team based in Oman.
2. Major tasks

· Preparing customer-wise Pre & Post sale Commercial Documents.

· Discuss and develop understanding of various Incoterms and commercial negotiation tools like LC, Bank payments etc.

· Develop understanding of nature and importance of each commercial pre & post sales document and associated shipping / logistics document to ensure timely and correct preparation of such documents.

· Maintaining and updating Purchaser Order Tracker and share same with concerned customers post discussion with immediate supervisor.

· Develop understanding of Sales, Logistics & related weighbridge operations.

· Assist Customer Support Officer in maintaining Monthly MIS, sales forecast on weekly, monthly and annual basis.

Key Responsibilities & Performance Indicators

· Be the link between logistics & Sales team and the customers.

· Timely & flawless pre & post sales commercial documentation.

· Support Customer Support Officer in MIS and forecast preparation and updating same in central database system.

· Develop good understanding of various activities necessary to carry out day-to-day tasks.

· Problem solving abilities and initiatives to address and resolve issues.

Ensures timely addressing customer concerns if any and extend complete support to team members.

Basic requirements

· University / Bachelor degree (Economics or Commerce). MBA with specialization in Logistics / Supply Chain is preferred.

· Minimum 4 -5 years’ experience in commercial documentation (similar role). Experience export business houses companies with exposure to sea based logistic activities will be preferred.

· Experience with both Sea and Land Logistics and similar activities will be preferred.

Needed Knowledge:

· Excellent PC skills, incl. Microsoft Office, knowledge of ERP system.

· Proven capability with MS Excel and Power BI will be considered as an added advantage.

· Fluent English (written & spoken) skill is essential.

· Understanding of Custom Clearance procedure, EXIM Incoterms, Shipping terms & related documentation will be preferred.

Desired Candidate Profile

• Bachelor's degree in Administration, Information Management, or a related field.
• Proficiency in document management software (e.g., SharePoint, M-Files, DocuWare) and Microsoft Office Suite.
• Strong understanding of document lifecycle management principles and best practices.
• Ability to work independently and manage multiple priorities in a fast-paced environment.
• Fluency in English is essential; additional languages are a plus.