Shipping/Receiving Clerk

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.