Role Summary:
As a Shipping / Receiving Clerk, you will be responsible for creating compliant domestic and export tax invoices (goods & services), issuing statutory gate passes, coordinating export shipping documentation, and conducting matching of supplier invoices prior to financial handover.
This position will be based at Vadodara QRC.
1.Outbound Billing & Invoicing (Goods & Services)
- Domestic Tax Invoicing: Generate GST-compliant sales and service tax invoices, debit/credit notes, and delivery challans directly within Oracle / Oracle STAR.
- Statutory Portals: Ensure seamless generation of IRN (E-Invoices) and E-Way Bills, reconciling portal output with Oracle dispatch data to prevent transit disruptions.
- Export Invoicing: Draft export commercial invoices and packing lists (under LUT / bond or IGST routes) reflecting appropriate foreign currencies, exchange rates, and freight terms.
- Services & Job Work Billing: Coordinate with field service and project teams to raise milestone, repair, refurbishment, or AMC service invoices with correct SAC codes.
2. Dispatch Logistics & Shipping Documentation
- Gate Pass Administration: Generate, record, and maintain strict log registers for Returnable Gate Passes (RGP)and Non-Returnable Gate Passes (NRGP) for customer dispatches, subcontracting, calibration, or scrap movements.
- Export Shipping Dossiers: Prepare complete export documentation sets and coordinate clearance with freight forwarders and Customs House Agents (CHAs):
- Commercial Invoice & Packing List (CIPL)
- Certificate of Origin (COO), inspection reports, and shipping instructions
- Tracking of Shipping Bills, Air Waybills (AWB), Bills of Lading (BL), and export realization (e-BRC) records.
3. Supplier Invoice Verification & Accounts Payable Support
- 3-Way Matching: Perform preliminary audit and 3-way matching of inbound vendor/subcontractor bills against approved Purchase Orders (POs) and Goods Receipt Notes (GRN / Service Entry Sheets) in Oracle.
- Tax Compliance Verification: Review vendor GSTIN, applicable GST rates, reverse charge mechanism (RCM) applicability, and MSME declarations.
4. Candidate Profile & Educational Qualifications
- Primary Degree: B.Com (Bachelor of Commerce) or BBA (Finance / Operations) from a recognized university.
- Preferred Additional Certification: Diploma or certification in Export-Import Management (EXIM), Foreign Trade, or Supply Chain Management is an added advantage.
- Experience: 3 to 6 years of hands-on experience in commercial billing, dispatch logistics, and invoice processing within a manufacturing, heavy engineering, or industrial equipment/repair environment.
- ERP Proficiency: Proven, hands-on working knowledge of Oracle ERP (Oracle STAR / Oracle E-Business Suite / Cloud ERP) modules covering Order Management / Shipping Execution (OM/AR) and Purchasing / Inventory (PO/AP).
- Statutory Knowledge: Thorough familiarity with Indian GST compliance (E-Invoicing, E-Way Bill generation, HSN/SAC codes) and international trade terms (Incoterms 2020).
- Office Tools: Working proficiency in MS Excel (VLOOKUP, Pivot Tables, summary reporting) and MS Office.
5. Key Competencies
- Rigorous attention to numerical detail and document audit trails.
- Effective communication and coordination across shop-floor logistics, procurement, and corporate finance.
- High dependability under daily dispatch cutoff deadlines.
