Accounts cum Dispatch Executive

Role & responsibilities

Purchase Management:

• Source suppliers/vendors for required goods and services, negotiate pricing and terms, and issue purchase orders.
• Coordinate with internal departments to determine procurement needs and ensure timely procurement of goods.
• Maintain accurate records of purchase orders, supplier contracts, and pricing agreements. Maintaining Purchase Orders in Tally.
• Monitor supplier performance and address any issues or discrepancies in a timely manner.
• Evaluate supplier options and recommend changes to optimize procurement processes.

Dispatch Coordination:

• Coordinate the dispatch of purchased goods to customers or internal departments, ensuring accurate picking, packing, and labeling.
• Arrange transportation and shipping logistics to ensure timely delivery of goods.
• Generate shipping documents and labels as needed, ensuring compliance with regulatory requirements.
• Track shipments and monitor delivery status to ensure on-time delivery and resolve any issues that may arise.
• Collaborate with warehouse and inventory teams to manage stock levels and availability for dispatch.

Billing Management:

Key Responsibilities:

• Tally ERP 9 & Accounting Knowledge must.
• Generate invoices accurately and in a timely manner, ensuring all billable items are included.
• Verify billing information for accuracy, including pricing, quantities, packaging and discounts.
• Coordinate with internal departments such as sales, finance, and operations to gather necessary billing information.
• Review contracts and agreements to ensure billing terms are in accordance with client agreements.
• Prepare and send invoices to clients via email, mail, or electronic billing systems.
• Maintain billing records and documentation for auditing purposes.
• Maintaining Sales Orders, Sales bills in Tally.

• Documentation and Reporting:

• Prepare reports on purchase and dispatch activities, including purchase orders, delivery schedules, and inventory levels.
• Analyze data to identify trends, patterns, and opportunities for process improvement.
• Maintain documentation related to purchase orders, supplier contracts, shipping documents, and inventory records.
• Provide regular updates to management on procurement and dispatch performance and suggest recommendations for improvement.

Preferred candidate profile

Skills and Qualifications:

• Bachelor's degree in Business Administration, Supply Chain Management, or a related field.
• Proven experience in procurement, supply chain management, or a similar role.
• Strong negotiation skills and the ability to build and maintain relationships with suppliers.
• Excellent organizational skills and attention to detail.
• Proficiency in inventory management software and MS Office suite.
• Strong analytical and problem-solving skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Knowledge of regulatory requirements and quality standards related to procurement and dispatch processes is preferred.