Sales Administrator I

Job Description –

Logistics Coordination and Dispatch Management (40%)

• Arrange transportation for dispatch of cranes, spare parts, and related materials.

• Understand logistics requirements based on sales orders and customer commitments.

• Coordinate with Sales, Operations, Planning, Finance, and Transporters for timely dispatches.

• Ensure transportation arrangements comply with contractual and operational requirements.

• Monitor dispatch schedules and resolve logistics-related issues promptly.

Transporter Coordination and Documentation (25%)

• Coordinate with transporters, customers, and internal stakeholders to ensure timely deliveries.

• Maintain dispatch records and transportation documentation.

• Verify transporter bills and supporting documents.

• Submit verified transporter invoices and acknowledgments to Finance on a weekly basis.

• Track and resolve transportation discrepancies and customer concerns.

Invoicing and Commercial Documentation (20%)

• Prepare and process invoices in SAP and E-Invoicing systems.

• Generate commercial documents for:

• Crane Sales

• Spare Parts Sales

• Service Transactions

• Mobile Crane Parts Dispatches

• Export Shipments

• Coordinate packing list verification and documentation.

• Ensure invoices and related documents are handed over to transporters or dealer representatives accurately and on time.

E-Way Bill and Loading Coordination (15%)

• Generate E-Way Bills as per statutory requirements.

• Coordinate loading activities following established safety procedures.

• Maintain E-Way Bill records and dispatch documentation.

• Ensure compliance with transportation, taxation, and legal requirements.

• Support audit and compliance activities related to dispatch operations.

Education

Bachelor's Degree in Materials Management, Supply Chain Management, Commerce, Business Administration, or related field.

Experience

2-3 years of experience in Logistics Coordination, Dispatch Management, Sales Administration, or Supply Chain Operations.

Experience handling invoicing, transportation coordination, customer communication, and dispatch documentation.

Experience working with ERP systems, preferably SAP.

Technical Skills

• Strong knowledge of SAP Sales Module.

• Proficiency in Microsoft Office applications (Excel, Word, Outlook, PowerPoint).

• Knowledge of E-Invoicing and E-Way Bill generation.

• Understanding of transportation and logistics processes.

• Documentation management and record-keeping skills.

• Basic knowledge of statutory requirements related to goods transportation.

Behavioural Competencies

• Strong communication and interpersonal skills.

• High ethical standards and professional conduct.

• Customer-focused mindset.

• Excellent coordination and organizational abilities.

• Problem-solving and decision-making skills.

• Positive attitude and team-player approach.

• Ability to work under pressure and manage multiple priorities.

• Fluent in English and Hindi/local Indian language (written and spoken).