: Shipping / Receiving Clerk

Location: Vadodara QRC

Department: Supply Chain / Commercial Operations

Position Summary The Shipping / Receiving Clerk is responsible for accurate and compliant domestic and export billing, dispatch documentation, statutory gate-pass administration, and preliminary supplier-invoice verification. The role supports smooth material movement, timely customer invoicing, export compliance, and accurate handover of verified vendor invoices to Finance.

Key Responsibilities

1. Outbound Billing and Invoicing

Domestic GST Billing

- Create GST-compliant sales invoices, service invoices, debit notes, credit notes, and delivery challans in Oracle / Oracle STAR.
- Ensure correct customer details, GSTIN, HSN/SAC codes, tax rates, place of supply, and invoice references.
- Coordinate with Sales, Service, Projects, and Logistics teams to ensure invoices are raised accurately and on time.

E-Invoicing and E-Way Bills

- Generate and validate IRNs for applicable e-invoices.
- Generate E-Way Bills and reconcile statutory portal details with Oracle dispatch information.
- Resolve invoice, vehicle, transporter, quantity, or dispatch-data discrepancies before material movement.

Export Billing

- Prepare export commercial invoices and packing lists for shipments under LUT/Bond or IGST routes.
- Ensure correct foreign currency, exchange rate, Incoterms, freight terms, product descriptions, country of origin, and export declarations.
- Coordinate with internal stakeholders and freight forwarders for timely release of export documentation.

Service and Job-Work Billing

- Support billing for field services, repairs, refurbishment, AMC, job work, and project milestones.
- Verify supporting documents, service confirmations, milestone approvals, and applicable SAC codes before invoicing.

1. Dispatch Logistics and Shipping Documentation

Gate Pass Administration

- Prepare and maintain Returnable Gate Passes (RGP) and Non-Returnable Gate Passes (NRGP).
- Maintain accurate gate-pass registers and supporting records for customer dispatches, subcontracting, calibration, repair, returnable materials,



and scrap movement.
- Track returnable material movements and follow up for timely closure of pending RGPs.

Export Shipping Documentation

- Prepare complete export shipping documentation sets, including:
- Commercial Invoice and Packing List

- Certificate of Origin

- Inspection certificates and reports

- Shipping instructions
- Supporting statutory and customer documents
- Coordinate with freight forwarders, Customs House Agents (CHAs), transporters, and internal teams for export clearance.
- Track Shipping Bills, Air Waybills, Bills of Lading, proof of export, and e-BRC records.
- Maintain organized export dossiers and document archives for audit and compliance purposes.

1. Supplier Invoice Verification and Accounts Payable Support

Three-Way Matching

- Perform preliminary three-way matching of supplier and subcontractor invoices against approved Purchase Orders, Goods Receipt Notes, and Service Entry Sheets in Oracle.
- Verify quantities, rates, taxes, freight, terms, and supporting documentation before submitting invoices to Finance.
- Identify mismatches and coordinate with Procurement, Stores, Quality, and suppliers for resolution.

Tax Compliance Review

- Verify supplier GSTIN, tax applicability, GST rates, HSN/SAC classification, and invoice compliance.
- Review Reverse Charge Mechanism applicability, where relevant.
- Check MSME declarations and supporting compliance documents.
- Maintain records required for internal audit, statutory audit, and Finance review.

Qualifications and Experience

Education

- Bachelor of Commerce (B.Com) or BBA in Finance / Operations from a recognized university.
- Certification or diploma in Export-Import Management, Foreign Trade, Logistics,



or Supply Chain Management will be an advantage.

Experience

- 3 to 6 years of relevant experience in commercial billing, dispatch logistics, export documentation, or supplier invoice processing.
- Experience in manufacturing, heavy engineering, industrial equipment, repair, or project-based environments is preferred.

ERP and Technical Skills

- Hands-on experience with Oracle ERP, Oracle STAR, Oracle E-Business Suite, or Oracle Cloud ERP.
- Familiarity with Order Management, Accounts Receivable, Shipping Execution, Purchasing, Inventory, and Accounts Payable processes.
- Strong knowledge of Indian GST requirements, including e-invoicing, IRN generation, E-Way Bills, HSN/SAC codes, debit notes, and credit notes.
- Working knowledge of export documentation, Incoterms 2020, LUT/Bond and IGST export routes, and freight terms.
- Proficiency in MS Excel, including VLOOKUP/XLOOKUP, Pivot Tables, reconciliation, and summary reporting.
- Proficient in MS Word, Outlook, and standard documentation tools.

Key Competencies

- High attention to detail and accuracy in billing, tax, and shipping documents.
- Strong understanding of document controls, compliance requirements, and audit trails.
- Ability to work effectively with Logistics, Stores, Procurement, Service, Projects, Sales, and Finance teams.
- Positive communication and follow-up skills with internal stakeholders, suppliers, transporters, freight forwarders, and CHAs.
- Ability to manage daily dispatch deadlines and prioritize urgent commercial activities.
- Dependable, organized, and capable of maintaining accurate records under time-sensitive conditions.

Key Performance Indicators

- Timely and error-free generation of invoices, IRNs, and E-Way Bills.
- On-time release of dispatch and export documents.
- Accuracy and closure rate of RGP/NRGP records.
- Timely completion of supplier invoice three-way matching.
- Reduction in invoice discrepancies, dispatch delays, and compliance exceptions.
- Complete and audit-ready documentation records.

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