Operations Coordinator

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Role Overview

We are seeking a detail-oriented and proactive “Operations Coordinator” to support our Middle East business operations from India. This temporary role involves managing master data, purchase workflows, regulatory coordination, and month-end reporting across multiple manufacturing units and business segments (IFFCO, GFT, GFI).

Key Responsibilities

Master Data Management

• Create and maintain Item Master records for all commercialized products.
• Coordinate with CS, Segment Leads, and Finance to update pricing.
• Manage Vendor Master entries, including VAT validation and documentation.

Purchase Order (PO) Management

• Generate POs for commercial and non-commercial orders.
• Liaise with CS, Planning, and Manufacturing Units for PO sharing and date alignment.
• Escalate rate discrepancies or missing rates to Finance Manager.
• Ensure SO updates precede PO changes.

PO Invoicing & Documentation

• Track and record PO invoicing post-dispatch.
• Maintain Excel logs and share weekly updates with CS and Finance.
• Archive invoices and packing lists in shared folders with proper access controls.
• Present PO invoicing summaries in weekly meetings.

Purchase Returns

• Initiate purchase returns in response to customer complaints.
• Communicate invoice details to CS and Finance Manager.

Project Planning

• Develop Gantt charts for new product launches.
• Collaborate with Manufacturing Planning teams and share timelines with customers.
• Prepare standalone charts for leadership review.

Regulatory & Label Coordination

• Work with vendors to obtain Arabic translations and validate via AI tools.
• Create mock labels and manage customer approvals.
• Submit labels for country-specific registration and follow up until approval.
• Notify Regulatory, QA, CS, and Segment Leads upon label approval.

Month-End Support

• Collect and verify sales invoices from Manufacturing Units.
• Reconcile with PO invoicing records and resolve discrepancies with Finance.
• Archive all invoices in shared folders.

Coordinate with India supply chain team for providing updates on Purchase orders, documentation etc to ME team

Qualifications & Skills

• Bachelor’s degree in business administration, Supply Chain, commerce or related field.
• 1-2 years of experience in operations, procurement, or regulatory coordination.
• Familiarity with ERP systems and Excel-based reporting
• Strong communication skills to coordinate across teams and geographies.
• Attention to detail and ability to manage multiple tasks independently.

Work Schedule & Expectations

• Flexible working hours to align with Middle East time zones.
• Weekly reporting and coordination meetings.
• Ability to work remotely with reliable internet and system access.