Post-Tender Documentation
Prepare and maintain documents required after the tender is awarded.
Maintain Letter of Award (LOA), Purchase Orders (PO), Work Orders and contract documents.
Maintain agreement copies, acceptance letters, declarations and official correspondence.
Track submission deadlines and compliance requirements.
Order Processing & Coordination
Process government department and customer purchase orders.
Coordinate with internal departments for material availability and order execution.
Maintain order status, pending requirements and delivery schedules.
Follow up with concerned departments for timely order completion.
Dispatch & Delivery Documentation
Prepare and maintain Delivery Challans, invoices and dispatch documents.
Coordinate with warehouse, store, logistics and transport teams. Track deliveries and maintain Proof of Delivery (POD), receiving copies and acknowledgement records.
Collect Goods Receipt Notes (GRN) or consignee receipt/acceptance documents, wherever required.
Follow up on pending deliveries and document approvals.
Billing & Payment Follow-up
Coordinate with the accounts team for invoice preparation and submission.




Submit invoices and supporting documents to the concerned government department or customer.
Maintain invoice submission records and payment status.
Follow up for payment release and resolve documentation-related queries.
Maintain records of deductions, recoveries and pending bills, as applicable.
ERP & Inventory Coordination Role & responsibilities
Enter and update purchase orders, sales orders, material movements, dispatches and invoices in ERP.
Maintain accurate records of stock, delivery status and order completion.
Coordinate with warehouse and accounts teams for reconciliation.
Prepare daily, weekly and monthly status reports.

Preferred candidate profile
Working knowledge of ERP and MS Excel.
Positive communication and follow-up skills.
Knowledge of billing, dispatch and delivery documentation.
Robust documentation, coordination and record-management skills. Ability to track multiple orders and meet deadlines.
Should be adaptable to travel
Candidates with prior experience in the medical equipment, medical devices, or pharmaceutical industry will be preferred

📌 Administration Executive Pune
🏢 MV Meditech
📍 Pune