Operations Manager

Job Description

1. Supply Chain, Sourcing & Vendor Management Supplier Identification & Evaluation Research and shortlist potential suppliers (domestic/international) based on product specifications, MOQ, lead times, quality standards. Perform initial due diligence: check company credentials, financial stability, compliance certificates (e.g., BIS/ISI), and reputational references. Quotation, Sampling & Negotiation Reach out to shortlisted suppliers to request: Detailed quotations (unit cost, payment terms, incoterms, freight estimates). Product samples for quality validation. Compare quotations side-by-side, negotiate pricing, payment terms, and minimum order quantities. Review and consolidate sample feedback (lab tests, internal QC) before final supplier selection. Supplier Visits & Verification Plan and execute on-site audits: factory visits, capacity assessments, production walkthroughs, compliance checks (social/ethical). Document findings (photos, inspection reports) and escalate any red flags (capacity constraints, substandard processes). Relationship Building & Communication Serve as primary liaison between suppliers and internal teams (product design, quality, finance). Fix and coordinate regular meetings (onsite or virtual) to review: Production timelines, sample updates, tooling progress. Cost renegotiations, design revisions, packaging requirements. Maintain a supplier scorecard (KPIs: on-time delivery, defect rate, responsiveness). Purchase Order (PO) & Order-Sheet Generation Draft, issue, and track POs: ensure accurate product codes, quantities, prices, delivery locations, and payment milestones. Maintain centralized order sheets/spreadsheets (or ERP entries) with real-time status (PO issued, in production, shipped, received). Work with finance to reconcile supplier invoices against POs, approve payments per agreed terms. 2. Inventory Management & Demand Planning Demand Forecasting & Replenishment Collaborate with marketing/sales teams to align stock levels with upcoming promotions, seasonal campaigns, and new launches. Translate forecasts into procurement plans, factoring in MOQ, lead times, and safety stock buffers. Inventory Optimization Monitor real-time inventory across warehouses and fulfillment centers; set reorder points and safety stock thresholds. Conduct periodic cycle counts and full stock audits; investigate discrepancies immediately. 3PL & Warehouse Coordination Liaise with third-party logistics (3PL) partners on inbound shipments, cross-docking requirements, and storage optimization. Approve packing lists, coordinate pallet configurations, and ensure proper labeling/grouping for faster picking. 3. Order Fulfillment & Logistics Operations End-to-End Fulfillment Oversight Oversee picking, packing, labeling, and dispatching processes. Implement warehouse layout optimizations (zoning, pick-routes) to reduce pick-times and order errors. Carrier Management & Shipping Negotiate freight rates and SLAs with courier partners (e.g., DHL, Delhivery, FedEx). Track and analyze delivery performance metrics (on-time delivery %, damage rates, transit times); address exceptions proactively. Returns & Reverse Logistics Define return/refund SOPs; coordinate inspection of returned goods, restocking (if resalable), or disposal. Ensure prompt credit/repair workflows and communicate return statuses to customer support and finance. 4. Quality Assurance & Compliance In-House & Third-Party Quality Checks Integrate QC checkpoints at: Receiving: Random sampling at warehouse receipt. Pre-Shipment: Final batch inspection before dispatch. Collaborate with QA team or external labs for product testing (material strength, safety standards). Regulatory Compliance Ensure all products, packaging, and labeling adhere to local/regional regulations (e.g., GST, BIS/ISI marks, applicable import/export regulations). Maintain and archive compliance documents (test certificates, lab reports, customs paperwork). 5. Process Optimization & Continuous Improvement SOP Development & Documentation Draft and update Standard Operating Procedures for: Sourcing workflows (RFQ to supplier onboarding). PO generation, order tracking, and change-order management. Warehouse operations (receiving, storage, picking, packing). Return processing and supplier non-conformance handling. KPI Definition & Tracking Define, monitor, and report on metrics such as: Sourcing KPIs: Lead time variance, supplier defect rate, cost savings (negotiated vs. baseline). Operations KPIs: Order accuracy rate, on-time fulfillment %, inventory turnover ratio, return rate, warehouse productivity (orders/hour). Generate weekly/monthly dashboards (Excel, BI tools) to highlight trends, cost variances, and bottlenecks. Cost Control & Efficiency Improvements Analyze freight costs, packaging expenses, and warehousing overhead; identify opportunities for consolidation, renegotiation, or alternate packaging specs. Run Kaizen-style improvement projects (e.g., lean layout in warehouse, pick-to-light systems, batch-picking) to reduce labor hours and error rates. 6. Cross-Functional Collaboration E-commerce & Technology Integration Work with IT/e-commerce teams to: Ensure seamless integration between Order Management System (OMS)/ERP and Warehouse Management System (WMS). Automate PO-to-supplier transmission, track ASN (Advance Shipping Notice), and confirm GRN (Goods Receipt Note). Customer Service Alignment Provide customer service team with up-to-date fulfillment and return policies; escalate high-priority shipping issues (delays, lost packages, damage claims). Support CSRs by coordinating with warehouse or suppliers for urgent replacements or refunds. Marketing & Sales Support Align on promotional calendars: ensure adequate safety stock and expedited logistics for flash sales, limited-edition drops, influencer collaborations, and seasonal campaigns. Partner with marketing on product launch timelines—factor in sampling, bulk production, QC, and shipping lead times to meet go-live dates. 7. Financial Oversight & Reporting Budgeting & Cost Management Create and track the annual operations budget: Warehousing costs (rent, utilities, manpower) Freight/shipping expenditure Sourcing & sampling budgets (travel, testing fees) Highlight variances against forecast; recommend corrective actions (e.g., identify lower-cost carriers, optimize order quantities). Invoice Reconciliation & Vendor Payments Reconcile supplier invoices, freight bills, and return credits against POs and delivery receipts. Coordinate with finance to schedule payments per agreed terms—ensure early payment discounts or penalty avoidance. Monthly/Quarterly Reporting Present a consolidated report to leadership covering: Sourcing status (approved suppliers, cost savings achieved, pending RFQs). Inventory health (days of stock on hand, slow-moving SKUs). Fulfillment performance (OTD %, pick/pack accuracy, return rates). Budget vs. actuals for sourcing and operations. 8. Team Leadership & Stakeholder Management Staff Hiring & Development Recruit, train, and manage: Sourcing coordinators and buyer assistants Warehouse supervisors and logistics coordinators Quality control inspectors (in-house or contracted) Conduct regular performance reviews; set clear targets (e.g., supplier lead-time reduction, order accuracy, cost savings). Stakeholder Communication Serve as the primary point of contact for senior leadership on all sourcing/operational matters. Facilitate weekly stand-ups with cross-functional teams (product, marketing, finance) to align on upcoming launches, stock requirements, and process challenges. Provide escalation support: resolve critical issues (e.g., major shipment delays, supplier insolvency, sudden quality failures) and present mitigation plans. 9. Risk Management & Contingency Planning Alternative Sourcing Strategies Maintain a secondary supplier database for high-risk categories; run periodic RFQs to keep fallback options active. Establish safety-stock protocols for critical SKUs; arrange emergency air shipments or local sourcing as needed. Operational Continuity Develop standard contingency plans for disruptions: Supplier shutdowns (natural disasters, political instability) Logistic carrier strikes or port congestions Warehouse emergencies (fire, theft, equipment breakdown) Conduct quarterly tabletop drills to validate response plans. Safety & Compliance Audits Enforce warehouse safety protocols: proper stacking, forklift operation guidelines, PPE usage, fire extinguishers, and first-aid kits. Implement anti-pilferage measures: CCTV monitoring, periodic stock audits, vendor security checks. Job Type: Full-time Pay: ₹22,275.88 - ₹35,000.00 per month Benefits: Flexible schedule Paid time off Work Location: In person Application Deadline: 10/06/2025