Role Summary
This role is responsible for end-to-end coordination of sample shipments and export documentation, ensuring
timely SAP order processing, regulatory compliance, effective coordination with internal teams, CHA, courier
service providers, banks, and accurate documentation control as per company policies and statutory
requirements.
The role ensures smooth execution of sample dispatches and export shipments with zero documentation
discrepancies, complete audit readiness, and proper tracking of shipments from order placement to delivery
confirmation.
Key Responsibilities
1. SAP & Order Management
Check availability of required customer ledger and grade in SAP.
Coordinate for creation and activation of ledger/grade if not available.
Ensure accuracy of SAP master data before order processing.
Place sample orders in SAP after obtaining authorised approval.
Ensure correctness of customer details, grade, quantity, and delivery terms in SAP.
2. Internal Coordination & Communication
Inform Dispatch and Marketing teams via email once sample order is placed in SAP.
Maintain documented email communication for traceability.
Follow up with Production team for material readiness.
Track expected production and dispatch timelines.
Escalate delays proactively to Marketing and Management.
3. Courier & Freight Coordination
Obtain shipment rates from AICS and DHL.
Get freight rates approved before booking shipment.
Share pre-shipment details and documents with Dispatch team.
Ensure accuracy of shipment details prior to dispatch.
4. Post-Dispatch Tracking & Delivery Confirmation
Follow up for shipment tracking details after dispatch.
Share dispatch details and documents with marketing team.
Track shipments daily and provide status updates.
Coordinate with courier partners for resolving shipment holds.
Inform Marketing upon delivery confirmation.
Download and maintain Proof of Delivery (POD).
5. Invoice & Record Management (Samples)
Submit DHL and AICS invoices to Accounts with supporting documents.
Maintain organised digital folders for shipment records.
Ensure proper naming and storage of all shipment documents.
6. Proforma Invoice (PI) & Export Documentation
Ensure grade and customer ledger creation in SAP.
Verify price, quantity, and commission details as per approvals.
Obtain authorised signature on Proforma Invoice.
Scan and save signed PI in designated folders.
Maintain systematic filing and retrieval of PIs.
7. Pre-Shipment Export Process
Check applicable exchange rates on ICEGATE.
Identify export license with proper approval.
Finalise CHA and forwarder as per approval.
Ensure approved freight rates are applied.
Download CHA-required and buyer-required documents from SAP.
8. Document Control & Compliance
Ensure all CHA and draft export documents:
Are in PDF format
Carry authorised signatures
Mention invoice number and date
Store documents in correct folders with proper naming conventions.
Maintain strict document control and audit readiness.
9. NN / Statutory Export Documentation
Prepare insurance documents.
Prepare Certificate of Origin (COO).
Follow up for COA, MSDS, and other statutory documents.
Maintain statutory documents in designated folders.
Process COO payments and submit receipts to Accounts.
10. Original Export Document Dispatch
Dispatch original export documents as per buyer requirement:
Direct Party DHL booking, AWB generation, folder maintenance.
Through Bank Coordinate courier and ensure dispatch tracking.
Maintain photocopies of all original documents.
11. Container Documentation & Compliance
Maintain container photographs:
Empty container
Stuffed container
Bolt and seal photos
Ensure photographs are properly named and filed in shipment folders.
