Planning & Coordination Engineer

Duties and Responsibilities:

1. Data Validation and ERP Management

Validate the following information from sales person and enter them into the ERP system:

· Purchase order details

· Payment delivery's terms and conditions

· Point of contact from sales person

· In case of new customer, collect data including NTN, STRN, Address, Contact details

· In case of WAPDA panels, acquire WAPDA demand notice for purchasing of CTs and future WAPDA inspections of a project/sale

2. Sales Order Generation and Distribution

• Generate Sales Orders (SOs) and share with:
• Estimation department for checking of proper cost and margins and get verified by GM sales
• After getting technical data back from estimation department against any SO, share it along with SO and delivery timeline to Production, Design, Procurement, QC, and Store through email

3. Loose Material Purchase Order Management

• In case of loose material's purchase order, SO will be shared directly with Stores and Purchase department
• Store department will then check the availability:
• In case of availability at any BSE site: P&C department will arrange the movement of loose items to required BSE site for dispatch process
• For dispatch process P&C department will generate gate pass and delivery challan and hand over to admin department for courier
• In case of non-availability: Purchase department will buy it from its sources and share the final status with P&D department for dispatch process

4. Daily Coordination Activities

Coordinate on daily basis (through physical visits/email/WhatsApp/calls) with:

4.1 Sales Team and Customers:

Update their technical queries regarding running and dispatched orders

4.2 Accounts Department:

· Provide information including Sale Order Number, Client Name so that they will update their record for advance payment received against SOs for dispatch clearances

· Follow up regarding proforma invoice, commercial invoice and sales tax invoices and share with customers as per their demand

4.3 Procurement Department:

Ensure timely availability of materials

4.4 Production Department:

· To ensure that material is ready and dispatched

· To prepare dispatch documentation (gate passes, delivery Challan etc.)

4.5 Admin Department:

· Print commercial contracts/client provided agreements on stamp paper

· After signing and stamp, ensure timely dispatch to clients along with advance payment requests

4.6 QC Department:

· Provide them demand notice and purchase order for issuance of WAPDA panel calls

· Follow-up on inspection of panels

5. Daily Dispatch Information Management

Provide information to Manager Planning & Coordination regarding daily dispatch so that he will be able to plan dispatches accordingly

6. Project Life Cycle Management

· Prepare project life cycle on excel/google sheet which is available on portal/google drive

· Share running status/updates with sales resources and management of each sales project against SOs

· Update top management regarding critical or delayed orders

7. Production Planning Support

· With consensus of Manager Planning & Coordination, develop monthly/quarterly production/project plans report by 5th of every month

· Share with Manager P&C for further proceedings

8. Meeting Support

· Assist Manager P&C in daily morning meetings with design, production, procurement, QC, Accounts and Stores

· Prepare minutes of meeting (MOM) and share with all stakeholders if required

9. Site Services Documentation

· Check job completion reports shared by site service team

· Prepare DCs and share entire information with accounts department so that they will generate Invoices

10. Cash Payment Processing

· In case of cash POs, receive cash from client with cashier

· Prepare "Manual Cash Voucher" including information like Customer name, SO No., Payment mode

11. Customer Documentation Preparation

Prepare documentation for customers including:

· PO Acknowledgement Letter

· Delivery Extension Letter

· Warranty certificates

· In case customer is not providing PO, prepare PO on behalf of client upon request of BSE sales resource

12. WAPDA Panel Priority Reporting

· Prepare priority report for POs of WAPDA Panels whose prerequisites like demand notice and advances etc. are complete

13. Monthly Reporting Requirements

Prepare monthly reports for CEO, CFO and GM Sales & Marketing regarding:

· Balance orders to be executed report

· Monthly/Weekly expected dispatch report

· Ready to dispatch report

· Advances Received Report

· Monthly Order in Take (OIT)

o Individual sales person wise

· Annual Summary of OIT

· Weekly advances report

14. Additional Responsibilities

Execute any additional tasks assigned by top management

Skills / Competencies Required:

1- Basic understanding of switchgear products and manufacturing processes

2- WAPDA standards, demand notices, and inspection procedures

3- Understanding of sales order cycles and production workflows

4- Familiarity with commercial documentation (POs, invoices, delivery challans, gate passes)

5- Knowledge of taxation documents (NTN, STRN, sales tax invoices)

6- Awareness of warranty and quality certification requirements

7- Project Planning & Scheduling

8- ERP System Certification (SAP or relevant system)

9- Advanced MS Excel (pivot tables, VLOOKUP, formulas, data analysis)

10- Knowledge of Google Sheets and Google Drive for collaborative work

11- Knowledge of project management tools

12- Order Tracking & Monitoring - Following orders through entire lifecycle from booking to dispatch

13- Customer Data Management - Maintaining accurate customer databases including contact details, tax information, and order history

Job Specification:

1- Bachelor's degree in Electrical Engineering (BE/BSc Electrical) - Preferred OR Bachelor's degree in Industrial Engineering, Mechanical Engineering, or Business Administration

2- Certificate in Production Planning & Control will be the plus

3- Experience in switchgear/electrical panel manufacturing or similar industrial environment - Highly Preferred

4- Minimum Experience = 03 to 05 years

5- Age Limit = 25 ~ 40

6- Posses AI integration related to work

Work Location: In person