Operational Specialist

Key Responsibilities:

1. Purchase Order & Supplier Coordination

• Update BRS (Buyer's Requirement Sheet) on receipt of Proforma Invoice (P/I).
• Issue and dispatch signed Purchase Orders (P.O.) and P/Is to suppliers and collect countersigned copies.
• Verify product descriptions, specifications, and other terms in P.O. and P/I; seek clarifications if needed.
• Share complete shipping instructions and document requirements with suppliers promptly.

2. Payment, L/C & Shipment Scheduling

• Coordinate with the accounts department for arranging advance payments or Letters of Credit (L/C).
• Send L/C or advance details to suppliers on the same day of receipt.
• Confirm expected delivery dates with suppliers and update internal marketing/logistics teams.
• Invite freight quotations from minimum four freight forwarders and finalize 5 days before dispatch.

3. Documentation Handling & CHA Coordination

• Review and approve supplier’s draft documents ensuring accuracy in HSN codes and product descriptions.
• Forward final shipment documents to CHA (Customs House Agent) and coordinate for additional documents if required.
• Approve draft Bill of Entry and file the final version after receiving OC (Out of Charge).
• Communicate all payment obligations (duty, freight, etc.) to accounts before 4 PM.
• Notify warehouse and marketing teams in advance regarding clearance and unloading schedule.

4. Logistics & Clearance Coordination

• Arrange trucks for clearance immediately after receiving OC or based on expected clearance date.
• Perform early truck checks and coordinate with warehouse team for timely unloading of goods.
• Ensure truck delays or unloading mismanagement are avoided through proactive planning.

5. Vendor Bill Management & Documentation

• Collect and upload vendor bills on Zoho system against the respective P.O.
• Submit all bills to accounts within the standard processing timeline.
• Maintain organized and complete documentation files for every shipment.
• Ensure file audit readiness by completing documentation before the 25th of each month.