Shipping/Receiving Clerk

Role Summary

As a Shipping / Receiving Clerk, you will be responsible for creating compliant domestic and export tax invoices (goods \& services), issuing statutory gate passes, coordinating export shipping documentation, and conducting matching of supplier invoices prior to financial handover.

This position will be based at Vadodara QRC.

Outbound Billing \& Invoicing (Goods \& Services)

• Domestic Tax Invoicing: Generate GST-compliant sales and service tax invoices, debit/credit notes, and delivery challans directly within Oracle / Oracle STAR.
• Statutory Portals: Ensure seamless generation of IRN (E-Invoices) and E-Way Bills, reconciling portal output with Oracle dispatch data to prevent transit disruptions.
• Export Invoicing: Draft export commercial invoices and packing lists (under LUT / bond or IGST routes) reflecting appropriate foreign currencies, exchange rates, and freight terms.
• Services \& Job Work Billing: Coordinate with field service and project teams to raise milestone, repair, refurbishment, or AMC service invoices with correct SAC codes.

Dispatch Logistics \& Shipping Documentation

• Gate Pass Administration: Generate, record, and maintain strict log registers for Returnable Gate Passes (RGP)and Non-Returnable Gate Passes (NRGP) for customer dispatches, subcontracting, calibration, or scrap movements.
• Export Shipping Dossiers: Prepare complete export documentation sets and coordinate clearance with freight forwarders and Customs House Agents (CHAs)

+ Commercial Invoice \& Packing List (CIPL)

+ Certificate of Origin (COO), inspection reports, and shipping instructions

+ Tracking of Shipping Bills, Air Waybills (AWB), Bills of Lading (BL), and export realization (e-BRC) records.

Supplier Invoice Verification \& Accounts Payable Support

• 3-Way Matching: Perform preliminary audit and 3-way matching of inbound vendor/subcontractor bills against approved Purchase Orders (POs) and Goods Receipt Notes (GRN / Service Entry Sheets) in Oracle.
• Tax Compliance Verification: Review vendor GSTIN, applicable GST rates, reverse charge mechanism (RCM) applicability, and MSME declarations.

Candidate Profile \& Educational Qualifications

• Primary Degree: B.Com (Bachelor of Commerce) or BBA (Finance / Operations) from a recognized university.
• Preferred Additional Certification: Diploma or certification in Export-Import Management (EXIM), Foreign Trade, or Supply Chain Management is an added advantage.
• Experience: 3 to 6 years of hands-on experience in commercial billing, dispatch logistics, and invoice processing within a manufacturing, heavy engineering, or industrial equipment/repair environment.
• ERP Proficiency: Proven, hands-on working knowledge of Oracle ERP (Oracle STAR / Oracle E-Business Suite / Cloud ERP) modules covering Order Management / Shipping Execution (OM/AR) and Purchasing / Inventory (PO/AP).
• Statutory Knowledge: Thorough familiarity with Indian GST compliance (E-Invoicing, E-Way Bill generation, HSN/SAC codes) and international trade terms (Incoterms 2020\).
• Office Tools: Working proficiency in MS Excel (VLOOKUP, Pivot Tables, summary reporting) and MS Office.

Key Competencies

• Rigorous attention to numerical detail and document audit trails.
• Effective communication and coordination across shop-floor logistics, procurement, and corporate finance.
• High dependability under daily dispatch cutoff deadlines.