Operations Executive

Job description

To ensure smooth coordination and execution of post-sales operations including billing, dispatch, documentation, client communication, stock control, and report generation. The Operations Executive acts as a central point for linking Sales, Factory, Accounts, and Clients to maintain accuracy, timeliness, and operational compliance.

Key Responsibilities:

1. Billing Process for Job Work

• Verify Measurement Sheets and challans post-job completion against DPR.
• Coordinate with Accounts for monthly billing and document submission.
• Share invoices with clients as per agreed methods (email, portal, or hard copy).
• Track submission of originals and maintain certified copies.
• Maintain billing records and update billing tracker for management.

2. Delivery Instruction Management

• Create dispatch plans and Delivery Instructions (DI) as per POs.
• Coordinate DI approvals from Sales and Finance (checking client dues).
• Liaise with Factory, Logistics, and Client for timely dispatches.
• Maintain a complete record of all dispatch-related documentation.

3. Daily Reporting & Documentation

• Prepare Daily Threading Reports based on DPRs submitted by site supervisors.
• Submit completed reports by 5:00 PM daily and flag any discrepancies.
• Generate and submit daily sales and collection reports.
• Maintain organized digital records for all operational reporting.

4. Stock Maintenance

• Update daily stock data based on DPR.
• Monitor stock movement at sites and ensure minimum stock levels.
• Collect monthly site-wise stock updates and prepare consolidated reports.

5. Quotation & PO Handling

• Support the Sales team in preparing and submitting quotations within 2 working days.
• Follow up with clients for quotation feedback and confirmation.
• Maintain PO records, validate project codes, billing terms, and initiate dispatch processes accordingly.

6. Work Order Management

• Verify Work Order specifications against approved quotation.
• Log and maintain work order records in the internal register.

7. Machine Dispatch & Labor Deployment

• Prepare packing lists and coordinate dispatch of threading machines/accessories.
• Ensure readiness in coordination with the Factory team.
• Assist Accounts team with NFS billing details and deployment compliance.

Key Skills & Competencies:

• Excellent coordination and communication skills
• Attention to detail in documentation and process tracking
• Ability to manage multi-functional workflows with deadlines
• Proficiency in MS Excel, ERP tools, and reporting systems
• Strong understanding of operations, dispatch, and client-side protocols

Qualifications:

• Bachelor’s degree in engineering (only Civil & Mechanical)

Additional requirement:

• Experience in construction or similar industry will be preferred

Location:

Andheri East, Mumbai

Role:

On site