Dispatch and Accounts Executive

Filteration Engineers(FEIPL); Navi Mumbai; On-site; INR 500,000 - 750,000; Full time

Job summary

Filteration Engineers(FEIPL) in Navi Mumbai seeks an experienced Dispatch & Accounts Executive to manage dispatch documentation, invoicing, GST and import/export documentation, and day-to-day commercial activities.

The role requires coordination with Sales, Production, Stores, Purchase, Quality, Logistics, Banks and Finance to ensure timely dispatches and accurate documentation. Prior experience in manufacturing/engineering is preferred.

Qualifications

• Experience in dispatch, billing, and commercial/accounts or finance administration is required.
• Manufacturing/engineering company experience preferred.
• Hands-on GST, import/export, and banking documentation experience is essential.

Responsibilities

• Prepare and issue GST invoices, commercial invoices, delivery challans, packing lists, e-way bills, and other dispatch documents.
• Coordinate with Stores, Production, Quality and Sales to ensure materials are ready for dispatch.
• Verify quantities, descriptions, PO details, customer details, taxes before invoices.
• Coordinate with transporters and logistics for timely dispatch and delivery.
• Maintain complete dispatch records and documentation.

Skills

Dispatch docs

Invoicing & billing

Import/Export docs

LC & BG docs

Banking coordination

Basic accounting

GST docs

MS Excel

ERP software

Record keeping

Attention to detail

Follow-up & coordination

Verbal & written communication

Deadline management

Education

Graduate in Commerce, Accounting, Finance, Business Administration or a related field

Tools

MS Excel

ERP software

Job description

We are looking for an experienced Dispatch & Accounts Executive / Officer to manage dispatch documentation, invoicing, logistics documentation, and day-to-day commercial/accounts activities. The ideal candidate should have experience working in a manufacturing or engineering company, with hands-on knowledge of dispatch processes, GST documentation, import/export documentation, banking documentation, and basic accounting activities.

The role will require close coordination with Sales, Production, Stores, Purchase, Quality, Logistics, Customers, Banks, and Finance to ensure timely dispatches and accurate commercial documentation.

Key Responsibilities

1. Dispatch & Commercial Documentation

• Prepare and issue GST invoices, commercial invoices, delivery challans, packing lists, e-way bills, and other dispatch documents.
• Coordinate with Stores, Production, Quality and Sales teams to ensure materials are ready for dispatch.
• Verify quantities, descriptions, PO details, customer details, taxes and other information before preparing invoices.
• Coordinate with transporters and logistics companies for timely dispatch and delivery.
• Maintain complete dispatch records and documentation.
• Track dispatched materials and follow up for delivery confirmation/POD.
• Ensure proper documentation for customer and project-wise dispatches.

2. Import & Export Documentation

• Prepare and coordinate import/export documentation including commercial invoices, packing lists, shipping documents and supporting documents.
• Coordinate with freight forwarders, customs agents, shipping companies and customers.
• Assist with documentation related to Bill of Entry, Shipping Bill, Certificate of Origin, insurance, transport documents and other applicable documents.
• Maintain proper records of import/export transactions and supporting documentation.
• Coordinate with banks for export/import-related documentation wherever required.

3. Accounts & Billing

• Prepare customer invoices and maintain monthly billing records.
• Maintain customer-wise and project-wise billing and outstanding records.
• Record and maintain day-to-day accounting documentation and supporting vouchers.
• Coordinate with the accounts team for receivables, payables, GST documentation and reconciliations.
• Follow up internally and with customers regarding pending invoices and payment documentation.
• Maintain proper filing and records of invoices, challans, receipts and other financial documents.

4. Banking & Financial Documentation

• Prepare documentation for cheques, payment instructions and bank-related transactions.
• Assist in preparation, issuance, renewal and maintenance of Bank Guarantees (BGs).
• Handle documentation related to Letters of Credit (LCs), including reviewing LC requirements and coordinating documentation with banks and internal teams.
• Coordinate with banks for submission and collection of required documents.
• Maintain records of active BGs, LCs, expiry dates, amendments and related correspondence.
• Support management/accounts team in routine banking and finance-related activities.

5. Record Keeping & MIS

• Maintain organized records of:
• Invoices
• Dispatches
• Delivery challans
• Packing lists
• E-way bills
• Import/export documents
• Bank guarantees
• Letters of credit
• Cheques and payment documentation
• Monthly billing
• Customer documentation
• Prepare periodic dispatch and billing MIS reports.
• Ensure documents are properly filed and readily available for audits and management review.

6. Coordination & Compliance

• Coordinate closely with Sales, Production, Stores, Purchase, Quality, Accounts and Management.
• Ensure dispatches are made only after required commercial, quality and customer documentation is complete.
• Ensure invoices and dispatch documentation comply with applicable GST and statutory requirements.
• Support internal and external audits by providing required documentation.
• Identify documentation gaps and ensure timely correction.

Required Experience

• 510 years of relevant experience in dispatch, billing, commercial/accounts or finance administration.
• Prior experience in a manufacturing, engineering, fabrication, industrial equipment, EPC or project-based company is strongly preferred.
• Hands-on experience in preparing:
  • GST invoices
  • Commercial invoices
  • Packing lists
  • Delivery challans
  • E-way bills
  • Import/export documentation
  • Cheques
  • Bank Guarantees
  • Letters of Credit
  • Monthly billing statements
• Experience coordinating with banks, transporters, freight forwarders, customers and internal departments.
• Working knowledge of GST, basic accounting and commercial documentation.
• Experience with ERP/accounting software and strong MS Excel skills.

Qualifications

• Graduate in Commerce, Accounting, Finance, Business Administration or a related field.
• Candidates with relevant manufacturing-sector experience and strong practical knowledge may also be considered irrespective of specialization.

Key Skills

• Dispatch and logistics documentation
• Invoicing and billing
• Import/export documentation
• LC and BG documentation
• Banking coordination
• Basic accounting
• GST documentation
• MS Excel
• ERP/accounting software
• Documentation and record keeping
• Attention to detail
• Strong follow-up and coordination skills
• Good written and verbal communication
• Ability to manage multiple activities and deadlines

Preferred Candidate Profile

The ideal candidate should be a hands-on, detail-oriented professional who understands the commercial and documentation requirements of a manufacturing business. Experience in an engineering/manufacturing company where products are manufactured against customer POs and dispatched with extensive technical and commercial documentation will be particularly valuable.