Role & responsibilities

We are looking for an organised, detail-oriented skilled to manage import/export documentation, commercial order verification, LC documentation, sales invoicing and coordination between customers, production and accounts.

The person will be responsible for keeping orders moving from receipt through production, dispatch, billing and payment follow-up, ensuring that documents are accurate, commitments are tracked and issues are escalated promptly.

Key Responsibilities

1. Import and Export Coordination

- Coordinate import and export shipments with suppliers, customers, freight forwarders, customs brokers and transporters.
- Prepare, check and maintain commercial invoices, packing lists, shipping instructions and other shipment documents.
- Coordinate documentation such as bills of lading, airway bills, certificates of origin, bills of entry and shipping bills with the relevant agencies.
- Track shipment schedules, customs clearance, delivery status and documentation deadlines.
- Coordinate with accounts and banks for import/export payments and related documentation.
- Maintain complete shipment records and flag delays, missing documents or unexpected charges.

2. Commercial Terms and LC Documentation

- Review customer purchase orders and Letters of Credit against quotations and agreed commercial terms.
- Check payment terms, delivery commitments, freight responsibilities and documentation requirements.
- Identify discrepancies, unclear clauses or conditions the company may be unable to meet, and escalate them before acceptance or dispatch.
- Coordinate LC amendments with customers and banks where required.
- Prepare and verify documents for submission under LCs, checking consistency across invoices,



transport documents, packing lists and other stipulated documents.
- Track LC expiry dates, shipment deadlines, document presentation deadlines, discrepancies and payment status.
- Maintain records of bank submissions and follow up on outstanding documentation or payment issues.

3. Purchase Order Verification and Order Processing

- Verify customer POs against approved quotations, including product specifications, quantities, prices, taxes, payment terms and delivery conditions.
- Obtain clarification and internal approval for deviations before releasing orders for processing.
- Prepare order acknowledgements and communicate approved requirements to the relevant departments.
- Coordinate the collection of technical details, drawings, samples and customer approvals wherever required.
- Maintain an updated order register covering pending requirements, production status, committed delivery dates and dispatch readiness.
- Ensure changes to orders are documented and communicated clearly.

4. Sales Invoicing and Tally

- Prepare pro forma invoices and sales invoices based on approved orders and dispatch details.
- Enter sales invoices and relevant transactions accurately in Tally.
- Coordinate applicable e-invoices, e-way bills and dispatch documents with accounts.
- Verify customer billing details, GST details,



delivery addresses, quantities, rates and approved tax treatment before invoicing.
- Coordinate credit/debit notes and billing corrections with accounts, subject to approval.
- Reconcile order, dispatch and invoice details and assist accounts with payment follow-up.

5. Customer and Internal Coordination

- Act as the central coordination point between customers, sales, production, dispatch and accounts.
- Follow up with production on order readiness and communicate confirmed schedules to customers.
- Ensure required approvals, documents and payment conditions are addressed before dispatch.
- Respond promptly to customer queries regarding order status, documentation, invoicing and delivery.
- Escalate delays, commercial disputes, overdue payments and other issues requiring management intervention.
- Maintain clear written records of commitments and follow-up actions.

6. Reporting and Record Management

- Maintain organised digital and physical records of quotations, POs, LCs, invoices, shipment documents and correspondence.
- Provide regular updates on pending orders, shipments, billing, documentation and payment follow-ups.
- Highlight approaching deadlines and unresolved issues with clear next actions.
- Support improvements to order tracking, document checklists and office coordination processes.

Preferred candidate profile

- Experience in manufacturing, engineering products, industrial consumables, textiles or industrial trading.
- Experience coordinating directly with customers, production teams, accounts, banks and logistics providers.
- Familiarity with Incoterms and international payment arrangements.

📌 Commercial Manager (Bengaluru)
🏢 Masturlal
📍 Bengaluru