To ensure that the Final Technical and Quality documentation for all orders booked are submitted on time and as per the customer project specifications as per the Purchase Order.
Correspondence / Communication with all Zonal offices / Branch offices as well as customers for resolution of customer comments and approval of final documentation.
Independent follow-up with various Internal Departments (Test Field, Quality Management, Finance, Dispatch, Order Engineering and Project & Contract Management) and Customers for obtaining inputs required for completing the final documentation.
Generating Warranty certificate for all orders (through SAP) for customer submission immediately after Invoicing of the order for Customer submission.
Collation of dispatch documents / LC documents as per customer purchase order requirements and sending the required document sets to Finance. Following up with various functions to ensure availability of these documents.
Monitoring the stock of all stationaries required for final documentation. Scheduling and supervising the daily workload of the external service provider for Photocopying and scanning inside the company and external vendors and certifying the invoices for payment release.
Generating Purchase requisitions for ordering / replenishment of stationary. Following up with Purchase / suppliers for ensuring timely receipt of stationary as per requirement.
Preparing and maintaining other MIS reports including Advance collection report, LD provisions report, pending export payments report, Audit Reports and other as per departmental requirement.
Displaying sales orders, order confirmations, warranty certificates, dispatch reports, order-in-hand reports, and on-time reports.
Attach required documents (Packing List, Warranty, Inspection Release Note, Bank Guarantee, Insurance Intimation, etc.) to invoices as per O.A. terms and conditions.
Provide weekly reports of “Pumps Dispatched” for updating the order master database.
Key Skills & Competencies
Strong knowledge of SAP (P14 module).
Strong knowledge of Adobe Acrobat Reader and MS Office
Excellent documentation and reporting skills.
Ability to coordinate across multiple departments and stakeholders.
Attention to detail and adherence to compliance requirements.
Effective communication and follow-up skills