Billing Coordinator cum Purchase – Chocolate Manufacturing Company A Billing Coordinator cum Purchase Executive in a chocolate manufacturing company is responsible for managing daily billing activities, purchasing raw materials and packaging materials, coordinating with suppliers, maintaining stock records, and ensuring smooth production-related procurement.

1. Billing Coordinator – Job Responsibilities

- Prepare sales invoices, tax invoices and delivery challans.
- Generate GST invoices using accounting software.
- Verify purchase bills and supplier invoices.
- Check rates, quantities, GST percentages and invoice details.
- Maintain sales and purchase registers.
- Coordinate with the accounts department regarding payments and outstanding balances.
- Prepare debit notes and credit notes when required.
- Verify customer orders and ensure correct billing.
- Maintain proper documentation of invoices and bills.
- Coordinate with the dispatch team for billing and delivery.

1. Purchase Department – Job Responsibilities

- Purchase raw materials required for chocolate manufacturing.
- Source and purchase packaging materials.
- Collect quotations from different suppliers.
- Compare prices, quality, payment terms and delivery schedules.
- Prepare purchase orders (PO).
- Follow up with suppliers for timely delivery.
- Verify supplier invoices against purchase orders.
- Coordinate with the production and stores departments.
- Maintain purchase records and supplier details.
- Monitor stock levels and arrange purchases before materials run out.




- Negotiate with suppliers for better prices and credit periods.

1. Daily Activities

Activity

Work

Morning

Check purchase requirements from production

Daily

Collect supplier quotations

Daily

Prepare purchase orders

Daily

Verify received materials and bills

Daily

Prepare sales and purchase invoices

Daily

Coordinate with stores and accounts

Evening

Update purchase and billing records

Weekly

Check stock and pending purchase orders

Monthly

Prepare purchase and billing reports
1. Software and Skills Required

- MS Excel (VLOOKUP, SUMIF, Pivot Tables)
- Tally Prime
- GST billing knowledge
- Purchase Order preparation
- Inventory management
- Supplier coordination
- Basic accounting knowledge
- Communication and negotiation skills

1. Key Documents to Maintain

- Purchase Order (PO)
- Goods Receipt Note (GRN)
- Supplier Purchase Invoice
- Sales Invoice
- Delivery Challan
- Debit Note / Credit Note
- Supplier Payment Statement
- Stock Register
- Purchase Register
- Supplier Quotation Comparison Sheet

1. Key Performance Responsibilities (KPI)

- Timely purchase of materials without production delays.
- Cost-effective purchasing.
- Accurate billing and GST documentation.
- Proper stock maintenance.
- Timely supplier payments coordination.
- Avoiding excess and shortage of inventory.
- Maintaining accurate purchase and sales records.

Pay: ₹20,000.00 - ₹25,000.00 per month

Benefits

- Health insurance
- Provident Fund

Work Location: In person

📌 Billing Coordinator Cum Purchase Assistant (Nellad)
🏢 Cacobean Chocolate Factory Private
📍 Nellad