Role: Commercial Operations Executive
Role Overview
The Commercial Operations Executive will support the Commercial team in managing day-to-day procurement operations, ensuring timely processing of Purchase Requisitions (PRs), Purchase Orders (POs), approval follow-ups, vendor master management, and maintenance of operational trackers. The role requires strong coordination with internal stakeholders and adherence to established procurement processes and timelines.
Key Responsibilities
Purchase Requisition (PR) Review
- Review incoming PRs for completeness, accuracy, and compliance with defined procurement processes.
- Identify missing information or discrepancies and coordinate with respective users for resolution.
Purchase Order (PO) Creation
- Create POs based on approved PRs and agreed commercial terms.
- Ensure accuracy of item descriptions, quantities, rates, vendor details, and other relevant information before PO creation.
Approval Follow-ups
- Coordinate with relevant approvers to ensure timely approval of POs.
- Proactively follow up on pending approvals to minimize processing delays and meet defined turnaround times.
PO Sharing and Stakeholder Coordination
- Share approved POs with respective users and stakeholders.
- Respond to queries related to PR and PO status and ensure timely communication with all concerned teams.
Tracker and MIS Management
- Maintain daily trackers for PRs, POs, pending approvals, ageing, and other procurement activities.
- Prepare regular status updates and reports to support operational reviews and decision-making.
Vendor Master Management
- Coordinate vendor onboarding and vendor master creation or updates as per established processes.
- Ensure vendor documentation and information are complete, accurate, and maintained in accordance with company policies.
Process Compliance and Improvement
- Follow established procurement policies, approval workflows, and documentation requirements.
- Identify process bottlenecks and support initiatives to improve turnaround time and operational efficiency.
Skills and Qualifications
Excel Skills:
Basic to intermediate knowledge of MS Excel, including VLOOKUP, Pivot Tables, filters, and data management.Stakeholder Management:
Good communication and coordination skills to work with internal teams, approvers, and vendors.Process Management:
Ability to follow defined workflows, manage multiple requests, and ensure timely completion of activities.Attention to Detail:
Accuracy in reviewing PRs, creating POs, and maintaining trackers.Time Management:
Ability to prioritize tasks, follow up proactively, and meet defined timelines.Communication Skills:
Good written and verbal communication skills.
Preferred Candidate Profile
- Graduate in any discipline, preferably in Commerce, Business Administration, Supply Chain, or a related field.
- Prior experience in procurement operations, commercial support, purchase order processing, or MIS management will be an advantage.
- Familiarity with ERP or procurement systems such as SAP or similar platforms will be preferred.
Key Performance Indicators (KPIs)
- Timely and accurate PR review and PO creation.
- PO processing turnaround time.
- Timely closure of pending approvals.
- Accuracy and timely maintenance of daily trackers and MIS reports.
- Accuracy of vendor master data and completeness of documentation.
- Compliance with procurement processes and approval workflows.
