OTD Groups SOP

Standard Operating Procedure (SOP) for OTD Groups of Companies

Title: OTD Groups of Companies – Export and Sourcing Operations SOP

Effective Date: Jan 01, 2024 – 2025

Last Revised Date: Jun 01, 2024

Prepared By: Sales Department

Approved By:  Anthony Bakari (CEO)

1. Purpose

This SOP is designed to standardize and guide the sourcing, quality control, packaging, and export processes at OTD Groups of Companies. By following these procedures, we ensure consistent quality and compliance with international standards, meeting our clients’ expectations in various industries, including scrap metals, gold, and coal.

2. Scope

This SOP applies to all departments involved in sourcing, quality assurance, logistics, and export documentation within OTD Groups of Companies. It covers the processes from client inquiry to delivery of products.

3. Responsibilities

  • Sales and Client Relations Team: Handles inquiries, provides product details, negotiates terms, and ensures customer satisfaction.
  • Sourcing Department: Finds and verifies suppliers, ensuring products meet quality standards.
  • Quality Assurance (QA) Team: Inspects and certifies the quality of products before packaging.
  • Logistics and Export Team: Manages packaging, documentation, and shipment processes.
  • Finance Department: Handles invoicing, payment processing, and financial recordkeeping.

4. Procedure

4.1 Inquiry and Order Processing

  1. Receive Inquiry: Customer sends an inquiry specifying the product(s) and quantity.
  2. Client Consultation: Sales team discusses client requirements, provides product information, and confirms availability.
  3. Quotation & Terms: Sales team sends a detailed quotation, including pricing, terms, and expected delivery time.

4.2 Sourcing and Verification

  1. Identify Suppliers: Sourcing team locates suppliers for requested products.
  2. Supplier Verification: Confirm supplier legitimacy and compliance with ethical sourcing standards.
  3. Product Sampling: If necessary, obtain product samples for preliminary quality checks.

4.3 Quality Assurance

  1. Product Inspection: QA team inspects products, verifying weight, purity (for metals), and compliance with industry standards.
  2. Documentation: QA team completes quality certification and inspection reports.
  3. Client Approval (if required): Share inspection results with clients for approval before shipment.

4.4 Packaging and Labeling

  1. Product Packaging: Pack products securely to prevent damage during transit, using material appropriate for the product type.
  2. Labeling: Label products with all necessary export, safety, and compliance information.
  3. Customs Compliance: Ensure packaging and labels meet the importing country’s regulations.

4.5 Export Documentation and Customer Visit

  1. Prepare Documentation: Logistics team prepares invoices, shipping documents, certificates of origin, quality certificates, and any other required documents.
  2. Arrange Customer Visit: Coordinate with the client to arrange a visit to our office to sign all necessary documentation. This ensures full transparency and compliance with regulatory requirements.
  3. Arrange Transportation: Coordinate with freight forwarding companies to ensure timely and secure shipment.
  4. Customs Clearance: Collaborate with customs agents for export clearance.

4.6 Payment Processing

  1. Invoice Generation: Finance team generates and sends the invoice to the client.
  2. Payment Collection: Confirm payment in the agreed method (e.g., bank transfer, letter of credit) before shipment.
  3. Recordkeeping: Document payment and update financial records for accountability.

4.7 Delivery and Post-Delivery Services

  1. Delivery Confirmation: Notify the client upon successful delivery of goods.
  2. Feedback Collection: Request feedback from clients to assess satisfaction and identify improvement areas.
  3. After-Sales Support: Offer any necessary support post-delivery to address concerns or future needs.

5. Compliance and Ethical Standards

  • Adhere to International Standards: Ensure all products comply with the quality standards required by international markets.
  • Maintain Transparency: Keep customers informed throughout the process, providing updates on quality assurance and shipment status.
  • Commit to Sustainability: Prioritize ethical sourcing and environmentally friendly practices in all sourcing and export activities.

6. Review and Continuous Improvement

This SOP will be reviewed annually or as needed to address new operational requirements or improvements in the sourcing and export processes.

By following this SOP, OTD Groups of Companies aims to uphold the highest standards in sourcing, quality assurance, and customer service in the scrap metal, gold, and coal export industry.

× How can I help you?