Invoicing and Dispatch executives

Particulars

Description

Job Title

Executive Invoicing & Dispatch

Department

Commercial / Sales & Dispatch

Industry

Steel Manufacturing

Reporting To

Manager – Commercial / Dispatch

Qualification

B.Com / BBA / Graduate

Experience

2–5 years, preferably in steel or manufacturing

Software Skills

ERP, Tally, MS Excel

Job Location

Plant

2. Job Purpose

To manage daily invoicing, dispatch documentation, vehicle coordination and shipment records, ensuring accurate billing, timely dispatch of finished goods and compliance with applicable GST and transportation requirements.

3. Key Responsibilities

Sr.

Key Responsibility

Job Description

1

Sales Invoicing

Prepare and verify GST sales invoices against approved sales orders, delivery instructions, rates and quantities.

2

Dispatch Planning

Coordinate with Sales, Production, Stores and Logistics for daily finished-goods dispatch.

3

E-Invoice & E-Way Bill

Generate applicable e-invoices, IRNs and e-way bills, ensuring accurate GST and transportation details.

4

Vehicle Coordination

Arrange and coordinate vehicles with approved transporters as per dispatch schedules.

5

Weighbridge Coordination

Verify tare weight, gross weight, net weight and weighbridge slips before final invoicing and dispatch.

6

Dispatch Documentation

Prepare invoices, delivery challans, packing lists, test certificates and other customer-required documents.

7

Material Verification

Verify product grade, size, quantity, batch/heat number and other specifications against the sales order and dispatch instructions.

8

ERP Transactions

Enter and update invoices, delivery orders, dispatch details and related transactions in SAP/ERP.

9

Transport Documentation

Verify vehicle details, transporter information, LR/consignment notes and proof of delivery (POD).

10

Dispatch Tracking

Monitor vehicle movement and coordinate with transporters and customers for timely delivery.

11

MIS & Reporting

Prepare daily dispatch reports, invoicing summaries, pending-order statements and monthly dispatch MIS.

12

Reconciliation

Reconcile invoiced quantities with actual dispatched quantities, weighbridge records and finished-goods stock.

13

Customer Coordination

Resolve invoicing discrepancies, dispatch-document issues and delivery-related queries in coordination with Sales.

14

Statutory Compliance

Ensure dispatch and invoicing activities comply with applicable GST, e-way bill and other statutory requirements.

4. Required Skills and Competencies

• Working knowledge of GST invoicing, e-invoicing and e-way bill procedures.
• Proficiency in SAP/ERP, Tally and MS Excel.
• Knowledge of steel products, grades, sizes and dispatch procedures.
• Understanding of weighbridge operations and transport documentation.
• Strong numerical accuracy, documentation and reconciliation skills.
• Effective coordination with Production, Stores, Sales, Accounts and transporters.

Preferred candidate profile