Office /MIS Associate

Job Title: Office Associate

Function: Exports

Job Purpose: Export Coordinator

Principal Accountabilities:

1. Ordering Cycle coordination

a) Coordinate with export Customers in last week of each month for orders for next month planned

dispatches for foods categories.

b) For orders, coordinate with Logistics to check optimal container load formation. Engage with

customers for changing order quantities to build optimal container loads

c) Prepare Pro-forma Invoice and where required, draft/ suggested PO formats and mail to Customers

d) Prepare ForEx exposure covering notes for forwarding to Central Finance

e) Circulate new orders to factory

f) Handle mid-month or adhoc orders or change request for regular orders with respective category

teams & factories.

2. Order Fulfillment cycle co-ordination

a) Prepare suggested dispatch schedule and dispatch date requirement orders as per buyers

requirements and share with category teams at Head office. Thereafter track the Plan vs. Actual

production and dispatches

b) Follow up with customers for advance payment as agreed terms before actual production &

dispatch

c) Indent packaging material on to Procurement department

d) Order miscellaneous export specific packaging material like stickers for secondary bags and Display

and Shipping cartons.

e) Follow-up with vendors for secondary sacks/ stickers connectivity to factories

f) Sales Order, STO creation as well as Quantity Confirmation in SAP.

3. Reports, Trackers and Data:

a) Packaging Material tracker: Maintain a detailed tracker in MS Excel. To keep it fully updated at all

times, regularly check Packaging Material status in the factories. Track customer orders, sales

trends and adjust packaging material indents using this tracker

b) Export Binders: Compiling primary sales export binder every month including detailed sales

comparison with corresponding period of previous year.

c) Marketing Spends Tracker: Regularly update Support Spends

d) Maintain database for country-wise SKU list & prices

e) Maintain details of all couriers sent for any subsequent tracking.

4. Coordinate between vendors and Finance team for Estimates & Bills processing

Domestic:

a) Processing all Estimates & Bills to Finance

b) Generating Purchase Requisition, Good Receipt and maintaining Bill Register

International:

c) Processing all Bills to Finance with WBS Element & Gl Code

d) Follow up till payment is made to parties.

5 SAP: Handle the following on SAP:

a). CP1: Creating Export Budgets for each financial year

b). RP1: Creating Sales order, STO, Purchase Requisition, Good Receipt & maintaining Bill Register

c). Price Updation: Coordinating with SAP Team for updating new price, creating new customer code for

new parties

6. Documentation & Filing: Creation and regular updation/ maintenance of:

a). Master files for DMC sanctions, Price Lists, Packaging Material & Artwork, Policies & SOPs

b). Customer wise files

c). Enquiries, Customer Communications

d). Couriers

e). Sample register (incoming outgoing)

f). Maintain Bill register

g). Scanning & filing of important documents not available as soft copies.

7. Document & Sample Couriers/ dispatches

a) Booking for pick up for all outbound documents

b). Arranging for our product samples to be sent to existing and potential export customers with proper

individual bubble wrapping, accompanied with proper documentation and declarations that include

ingredient list of each SKU. Tracking of courier up to delivery. Writing to Customers regarding the courier

& providing details after dispatch and then to confirm receipt.

8. Assisting Managers in Export team with TE and other Claims

a) Handling ticketing; car & hotel bookings

b) TE and other claims

Knowledge:

a). Export protocols

b). Stock control

Skills:

a) MS Office (especially to be proficient in MS Excel)

b) Working knowledge of SAP

c) Ability to communicate effectively both verbal and written

d) Ability to correspond independently.

Experience:

a) Prior work experience in a Sales operations. Experience in exports an added advantage

b) Prior experience of interface with Customers, Factories, Finance & Logistics helpful

c) Past experience in stock control.