SHAILAJA L. PATIL

Customer and Plant Communication:

• Serve as the liaison between the customer and the plant, ensuring clear and effective communication.
• Uphold the principle that the customer is always right, prioritizing their satisfaction.

Email Response:

• Respond to emails promptly, based on urgency, within an hour to a day.
• Ensure no email remains unanswered for more than 24 hours.

Order Coordination:

• Collaborate with buyers/customers to manage orders.
• Receive and process purchase orders (PO).
• Prepare proforma invoices (PI) and enter orders into the system.

Factory Coordination:

• Work with the factory to obtain estimated delivery dates (EDDs).
• Follow up on bulk samples if necessary.
• Monitor and ensure timely deliveries by tracking EDDs.

Forecast and Delivery Management:

• Obtain and track forecast orders.
• Follow up one week before deliveries to prevent last-minute issues.

Logistics and Shipment Tracking:

• Arrange logistics for order deliveries.
• Track shipments to ensure timely delivery to customers.

Customer Confirmation and Payment:

• Obtain customer confirmation upon delivery.
• Arrange and follow up on payments to ensure timely receipt.

Customer Satisfaction:

• Maintain high levels of customer satisfaction by addressing issues promptly and effectively.
• Actively seek feedback from customers to improve service quality.

• Account reconciliation and ensure proper Invoice goes to the customers.
• Post collections from the given set of Corporate customers.
• Maintain good relations with Top Corporate Customers.
• Ensure minimal Provisions for Bad Debts and recovery from W/off Customers.
• Ensure Invoices delivery to Customers in time.
• Ensure all Invoices are correct as per customer PO.
• Study customer MOA’s check all the smaller necessities & imply further actions/duties.
• Vendor registration & Vendor portal creation.
• Ensure Customer’s queries are properly addressed in time to the Customer’s satisfaction.
• Ensure all Customer are regularly visited by channel partners and all due amounts are collected.
• Supports the department in achieving fund flow targets by performing in depth analysis of influencing factors that may impact a Customers’ ability to meet payment obligations (economic or industry factors, review of filed company accounts etc.).
• Reviews and evaluates accounts for assigned Customers to accurately determine their financial/trading status.
• Develops/uses appropriate communication method & terminology to relay the initial decision to the Customer (letter, email, call).
• Optimizes revenue and debt recovery by identifying and highlighting areas of concern (cash flow, economic influences, CT issues, clearance issues etc.) that need addressing through alignment efforts.
• Uses appropriate methods & tools to effectively organize & priorities own workload.
• Maintain required progress against individual & team targets.
• Ensures the integrity of revenue reporting & correct financial records by making accurate timely entries into the Accounts Receivables related systems (AR management to maximize cash flow, credits, write-offs, cash applications, refunds, TDS etc.)

• Account reconciliation and ensure proper Invoice goes to the customers.
• Post collections from the given set of Corporate customers.
• Maintain good relations with Top Corporate Customers.
• Ensure minimal Provisions for Bad Debts and recovery from W/off Customers.
• Ensure Invoices delivery to Customers in time.
• Ensure all Invoices are correct as per customer PO.
• Study customer MOA’s check all the smaller necessities & imply further actions/duties.
• Vendor registration & Vendor portal creation.
• Ensure Customer’s queries are properly addressed in time to the Customer’s satisfaction.
• Ensure all Customer are regularly visited by channel partners and all due amounts are collected.
• Supports the department in achieving cash flow targets by performing in depth analysis of influencing factors that may impact a Customers’ ability to meet payment obligations (economic or industry factors, review of filed company accounts etc.).
• Reviews and evaluates accounts for assigned Customers to accurately determine their financial/trading status.
• Develops/uses appropriate communication method & terminology to relay the initial decision to the Customer (letter, email, call).
• Optimizes revenue and debt recovery by identifying and highlighting areas of concern (cash flow, economic influences, CT issues, clearance issues etc.) that need addressing through alignment efforts.
• Uses appropriate methods & tools to effectively organize & priorities own workload.
• Maintain required progress against individual & team targets.
• Ensures the integrity of revenue reporting & correct financial records by making accurate timely entries into the Accounts Receivables related systems (AR management to maximize cash flow, credits, write-offs, cash applications, refunds, TDS etc.)

• Analyses sales and other reports that give insight into how a company can make adjustments to improve performance.
• Monitor the accurate completion of Retail invoicing and final billing to the clients.
• The control over prepayments i.e. advances through BG issuance.
• Maintain outstanding payment records of customer and proactively manages the follow up for the same with customer effectively via email & telecommunications.
• Receipts & related entries in the working system.
• Visit to the client’s place for collection whenever the complex/breakdown situations occurred.
• Deal with sales invoice & all commercial queries.
• Issuance of Debit/Credit notes.
• Assist with training staff on correct pre procedures for raising an invoice, procedural steps involved correct BOQ with correct measurements (UOM) with the accurate tax rate, description of material, service, valid PO/WO etc. etc.
• Assist in the breakdown on site.
• Monitor the commercial meetings internally as & when necessary.
• Ensure sales targets are met.
• Manage change processes.
• Negotiate claim disputes.
• Undertake duties assisting colleagues with specific projects as and when necessary.
• Approval on BOQ’s submitted by the sales/client servicing personnel for invoicing.
• Generate goods/services invoices through working system.
• Discussion on rates with director periodically & implementation/revision of the same in the system & the rate card issuance to the respective.
• Reply and actioning correspondence, emails, telephone enquiries, on any business relating to section projects.
• Significant intermediary between customer & sales personnel in terms of any commercial issues effectively via email & tele communication.
• Issuance of Agreement/Contract periodically & also when new business proposal initiates also the signing authority for the same.
• Registration on customers Web portal for smooth functioning & view of invoice submission/payments & release of Purchase/work order.
• Vendor registration processes online/offline with all necessary correspondence.
• Issuance of No Dues Certificate periodically & as & when requested.
• Overall commercial & Sales reporting to the directors of the company.
• Understand the Goods receipt note processes & flow of the requirements through various functions.
• Works efficiently & calmly during tight deadlines or other stress factors arise.
• GST system implementation, from the introduction/registration of the GSTIN with the clients till the GST customization get installed in existing working system.

• Dispatch Instructions/Sales order (Labour, Supply & Service) creation and issuance to the party.
• Create delivery order and instruct warehouse/store on goods dispatch.
• Arrange for shipment with logistic team considering the transit time & ETA requested by the customer & co-ordination for the same.
• Sales Invoicing (Trading, Service, Labour & Excise)
• Proforma Invoicing (Service & Labour)
• Credit Note/Debit Note issuance & clearance from the Finance department.
• Retention money clearance/payments from party and updation in system.
• Maintain outstanding payment records of customer and proactively manage the follow up for the same with customer.
• Visit to the client’s place for collection whenever the complex/breakdown situations occurred.
• Documentation from the party for example: Test certificate, Warranty certificate.
• Debtors reconciliation.
• Receipt & Sales entries in Wings Software.

• Provide offers / quotations to customers according to their requirement.
• Create delivery order and instruct warehouse /Factory on goods dispatch.
• Punch the Sales Orders in the system received from Salesperson.
• Arrange for the shipment with logistic team considering the transit time & ETA requested by the customer & co-ordination with CHA.
• Maintain outstanding payment records of customer and proactively manage the follow up for the same with customer.
• Visit to the client’s place for collection whenever the complex/breakdown situations occurred.
• Make the Debit and Credit Note and pass to Finance for further actions.
• Prepare MIS reports of Sales, Daily order Status, Sales Register, Monthly report.
• Follow up for Advance Payment/LC & scrutinizing LCs received from the customer.
• Create shipment, and handle transportation planning, freight cost booking and execution as needed.
• Review monthly expenses to ensure that expenses are booked correctly and work with various accounting teams to make any necessary reclassification. Reconcile transactions by comparing and correcting data.
• Record, transcribe and distribute minutes of meeting.