Operations-cum-Documentation Supervisor (Trading -APIs Excipients)

Job Description

Key Responsibilities: Enquiry Management: Ensure every customer and supplier enquiry is promptly attended to and that responses (quotations, COAs, technical sheets, offers) are sent on time without fail. Document Review & Quality Control: Review all documents prepared by the Business Development and Sourcing Executives (technical documents, offers, emails) before sending to customers/vendors check for accuracy, completeness, and formatting. Internal Coordination: Coordinate closely with the BD Executive and Sourcing Executive to ensure all customer requirements are understood, prioritized, and responded to in a professional and timely manner. Error-Free Communication: Proofread and vet all outgoing emails and documents to customers and vendors to ensure there are no mistakes, missing information, or incorrect attachments. Export-Import Compliance: Ensure adherence to export-import regulations (DGFT, Customs, INCOTERMS) and country-specific trade compliance with the help of the Export Executive Team Supervision: Guide the sourcing and BD executives to ensure discipline in handling enquiries, maintaining document accuracy, and timely communications. Follow-up Management: Maintain tracking systems (Excel or CRM) for enquiries, quotations, and pending customer/vendor responses; escalate delays as needed. Reporting: Prepare daily or weekly status reports for the Director covering key pending items, important customer/vendor updates, and any escalations. Compliance and Best Practices: Ensure that all documentation practices are aligned with internal SOPs and international customer expectations. Preferred candidate profile: A good Master's degree in Commerce, Science, or Pharma (MBA/PG in International Business is a plus, and Additional Computer qualifications are given preference). Experience in Enquiry Management, Business Coordination, Customer Documentation Control and Customer management skills, in merchant export /trading, or manufacturing companies engaged in PHARMA APIs or Excipients business. Excellent typing speed and Email management skills Strong proofreading and communication skills. Attention to detail, with a zero-error approach to document management. Familiarity with handling pharma Excipient/API documents like COAs, technical datasheets, and commercial offers. Proficiency in MS Office (Excel, Word, Outlook); experience with CRM tools is a plus. Highly organized, proactive, and able to work independently.