Document Executive

General Description of the Position: Reporting to the Sr. Supply Chain officer, responsible for assisting Sales & Logistics team in timely and flawless making of pre & post sales commercial documents in an efficient manner. Communicate with customers to share timely update on document status and seamless flow of same. Coordinate with internal depts (i.e. S&M Team, Finance, Production, Quality etc.) and external customers to ensure correct preparation of commercial & shipping documents. The position will also be required to work with Customer Support Officer for preparation & maintenance of monthly MIS, sales reports, projections – weekly, monthly & annual. Functional Coordination: Sales & Logistics Team based in Oman & India, Production, QC & Finance team based in Oman. Major tasks · Preparing customer-wise Pre & Post sale Commercial Documents. · Discuss and develop understanding of various Incoterms and commercial negotiation tools like LC, Bank payments etc. · Develop understanding of nature and importance of each commercial pre & post sales document and associated shipping / logistics document to ensure timely and correct preparation of such documents. · Maintaining and updating Purchaser Order Tracker and share same with concerned customers post discussion with immediate supervisor. · Develop understanding of Sales, Logistics & related weighbridge operations. · Assist Customer Support Officer in maintaining Monthly MIS, sales forecast on weekly, monthly and annual basis. Key Responsibilities & Performance Indicators · Be the link between logistics & Sales team and the customers. · Timely & flawless pre & post sales commercial documentation. · Support Customer Support Officer in MIS and forecast preparation and updating same in central database system. · Develop good understanding of various activities necessary to carry out day-to-day tasks. · Problem solving abilities and initiatives to address and resolve issues. Ensures timely addressing customer concerns if any and extend complete support to team members. Basic requirements · University / Bachelor degree (Economics or Commerce). MBA with specialization in Logistics / Supply Chain is preferred. · Minimum 4 -5 years’ experience in commercial documentation (similar role). Experience export business houses companies with exposure to sea based logistic activities will be preferred. · Experience with both Sea and Land Logistics and similar activities will be preferred. Needed Knowledge: · Excellent PC skills, incl. Microsoft Office, knowledge of ERP system. · Proven capability with MS Excel and Power BI will be considered as an added advantage. · Fluent English (written & spoken) skill is essential. · Understanding of Custom Clearance procedure, EXIM Incoterms, Shipping terms & related documentation will be preferred.

Desired Candidate Profile

Bachelor's degree in Administration, Information Management, or a related field. Proficiency in document management software (e.g., SharePoint, M-Files, DocuWare) and Microsoft Office Suite. Strong understanding of document lifecycle management principles and best practices. Ability to work independently and manage multiple priorities in a fast-paced environment. Fluency in English is essential; additional languages are a plus. Employment Type Full-time