Buyer Enquiry & Negotiation
Check mail/WhatsApp and reply to enquiry from Chinese buyer.
Collect quotation, compare rates, negotiate, and finalise terms.
Purchase Order
Prepare and issue Purchase Order (PO).
Record material due date in the PO-wise sheet.
Supplier Coordination
Remind supplier in advance for material readiness.
Once ready, request packing list and photos of material.
Freight Forwarding (FF) Process
Share PL with FF agents, compare charges, and finalise forwarder.
Follow up with FF and shipper for warehouse arrival status.
Ask FF for cargo package photos.
Follow up with FF for ETD & ETA.
Shipment Documentation
After ETD confirmation, request documents from shipper.
Ensure documents with COO are received within 3 days of departure.
Ask shipper to send original documents with tracking number.
Send documents to CHA at least 7 days before shipment arrival.
Post-Arrival Activities
Acknowledge shipper via email once shipment is received.
Complete material inspection within 5 days of receipt.
Collect expense documents from CHA within 3 days.
Update payment due date in payment list.
Prepare import cost sheet and review with Kalpesh Sir.
Enter import transactions in Tally.
Update BOE and payment details in ICICI BOE portal.
File and maintain all documents properly.