Hi, Greetings from Hire Wingss!
We are looking for a Trade Coordinator to join our team.
Experience: 3-5 Years
Location: Redhills, Chennai
Employment Type: Full-Time
Industry: Interior / Modular Kitchen Manufacturer
Job Description – Trade Coordinator (Trading Division)
Role Title:
Trade Coordinator
Department:
Trading Division
Reporting To:
Account Manager – Trade
Experience Required:
Minimum 3 years in backend operations / coordination / trading / supply chain support
Role Summary
The Trade Coordinator is responsible for executing and managing all backend operations of the Trading Division, supporting the Account Manager in ensuring smooth order processing from enquiry to final delivery. This role acts as the operational backbone of the trade function, ensuring accuracy, timeliness, interdepartmental coordination, and complete documentation control across the order lifecycle.
Core Responsibility
To provide end-to-end backend support to the Account Manager – Trade by handling all operational, documentation, coordination, and execution processes from enquiry stage through material procurement, production coordination, dispatch, and delivery.
End-to-End Process Ownership
1. Enquiry Management & Data Setup
- Receive and clearly understand requirements from the Account Manager
- Create Customer Master in system
- Create Enquiry in ERP/CRM
- Create and maintain structured project/order folders in server
- Ensure proper documentation and version control
2. Proforma Invoice (PI) Management
- Prepare accurate Proforma Invoice based on requirements
- Revise PI based on internal/customer inputs
- Ensure correctness of specifications, pricing, taxes, and terms
- Maintain PI history and approvals
3. Material Planning & Preparation
- Check material availability (in-house & outsourced)
- Prepare:
- Material Schedule
- Plank List
- Job Card
- Production Drawings (as required for execution)
- Identify shortages and trigger procurement process
4. Procurement & Internal Coordination
- Raise Purchase Requisition (PR) for required materials
- Coordinate with:
- Purchase Team for outsourced materials
- Stores Team for in-house inventory
- Production Team for manufacturing readiness and timelines
- Ensure materials are arranged as per project schedule
5. Order Execution & Dispatch Preparation
- Plan dispatch based on readiness of materials
- Arrange and verify all dispatch documents:
- Tax Invoice
- E-way Bill
- Delivery Challan
- Packing List
- Any customer-specific documents
- Ensure compliance with statutory and company standards
6. Logistics & Dispatch Coordination
- Coordinate with logistics team for vehicle arrangement
- Plan loading schedules and dispatch priorities
- Ensure proper handover of materials to transporter
- Track shipment and ensure timely delivery
7. Delivery & Closure Support
- Confirm delivery completion with transporter/customer
- Update delivery status to Account Manager
- Ensure all documentation is completed and filed
- Support billing and collection process (coordination role)
8. Reporting & Documentation Control
- Prepare and maintain:
- Order status reports
- Dispatch and delivery reports
- Material tracking reports
- Pending vs completed task reports
- Maintain organized digital records for all orders
- Ensure audit-ready documentation at all times
Key Deliverables
- Customer Master Creation
- Enquiry Creation & Tracking
- Project/Order Folder Creation & Maintenance
- Accurate Proforma Invoice Preparation & Revision
- Material Schedule Preparation
- Plank List Preparation
- Job Card Preparation
- Production Drawing Coordination/Preparation
- Purchase Requisition Preparation
- Material Arrangement (In-house & Outsourced)
- Complete Dispatch Documentation
- Vehicle Arrangement & Dispatch Execution
- Reports & MIS Preparation
- End-to-end Backend Support for Trade Operations
Key Coordination Interfaces
Internal Teams
- Account Manager – Trade (Primary Reporting)
- Purchase Team
- Stores/Warehouse Team
- Production Team
- Logistics Team
- Billing & Collection Team
External Stakeholders
- Vendors / Suppliers
- Transporters
- Customers (for documentation & coordination, if required)
Required Skill Set
Technical Skills
- Strong understanding of order processing & backend operations
- Knowledge of GST billing, E-way bill, and dispatch procedures
- Ability to read and interpret production/shop drawings
- Proficiency in MS Excel and ERP systems
- Documentation and data management expertise
Behavioral Competencies
- Strong coordination and follow-up skills
- High attention to detail and accuracy
- Time management and multitasking ability
- Problem-solving approach
- Clear communication and accountability mindset
Key Performance Indicators (KPIs)
- Accuracy of Proforma Invoices and documentation
- On-time material planning and arrangement
- Adherence to dispatch schedules
- Zero errors in statutory and dispatch documents
- Order processing turnaround time
- Coordination efficiency across departments
- Data accuracy and reporting quality
Role Positioning
This role is a critical execution support function that ensures the Trade Account Manager can focus on revenue generation, while all backend processes are handled efficiently, accurately, and on time.
Interested candidates can share their updated resumes at [email protected].
We look forward to connecting with talented professionals eager to grow in a dynamic work environment!
Job Types: Full-time, Permanent
Pay: ₹15,000.00 - ₹20,000.00 per month
Benefits:
Work Location: In person
