Order Management Executive - Surat, Gujarat

Job Title: Order Management Executive

Location: Surat, Gujarat

Industry: Jewellery

Department: Operations

Reporting To: Operations Manager / Business Head

Company: Diamond Headquarters Private Limited

Job Summary:

We are looking for a dedicated Order Management Executive to be stationed at our Surat based jewellery manufacturing facility. This individual will be responsible for end-to-end handling of orders from receiving orders to overseeing manufacturing, performing quality control checks, coordinating with transport/logistics, and ensuring timely dispatch to our retail studios. This role requires a highly organized and proactive professional with a strong background in operations, vendor management, and manufacturing workflows, preferably within the jewellery industry.

Key Responsibilities:

o Order & Production Management

Manage daily orders and ensure timely processing with Head Office.

Coordinate production schedules and ensure delivery timelines are met.

Track each order from initiation to dispatch to our studios.

Maintain records of all orders, status updates, and timelines.

o Financial & Compliance Documentation

Maintain records of all vendor invoices, expense statements, and purchase orders.

Assist in reconciling vendor payments and ensuring GST/tax compliance.

Collaborate with the accounts team for audit and documentation readiness.

o Expenses Management

Track daily/monthly expenses at the Surat location (travel, courier, material, etc.).

Submit verified expense reports and petty cash statements for reimbursement.

o Cross-functional Coordination

Coordinate with internal teams design, studio, inventory, operations, and accounts.

Serve as the key point of contact between the Surat manufacturing partner and head office.

Provide regular reports and updates on order status and factory operations.

o Facility, Maintenance & Management

Oversee general upkeep and cleanliness of the manufacturing setup and office.

Ensure all machinery, equipment, and tools are in working condition.

Schedule and supervise repairs, servicing, and AMC follow-ups.

o Documentation & Record-Keeping

Maintain accurate logs of each order, quality reports, reworks, and deliveries.

Digitally update reports, images, QC tags, and documentation shared with the head office.

o Procurement & Resource Management

Coordinate procurement of raw materials (gold, diamonds, gemstones, etc.).

Maintain adequate stock levels at the factory and track consumption.

Manage vendor relationships for material supply and ensure timely sourcing.

o Repairs & Maintenance Oversight

Manage periodic maintenance schedules for machinery and tools.

Coordinate repairs and servicing of equipment and office assets.

Track repair timelines and vendor performance. o Additional Responsibilities

Assist with data entry and CRM updates.

Prepare reports on order processing, delays, cost analysis, etc.

Suggest and implement process improvements for operational efficiency.

Key Requirements

Education:

Minimum: Bachelor's degree in Commerce, Business Administration, Operations Management, or a related field.

Preferred: Postgraduate qualification such as MBA in Operations/Supply Chain Management, or a Diploma in Jewellery Management/Retail Management.

Experience: 25 years in order management / operations in the jewellery or luxury goods industry.

Industry Knowledge: Good understanding of jewellery manufacturing processes and quality standards.

Skills:

Strong organizational and follow-up skills

Excellent coordination and vendor management skills

Sound knowledge of inventory and order management systems

Proficiency in MS Excel, Google Sheets, and order-tracking tools

Basic knowledge of taxation, billing, and compliance

Strong communication (Hindi, English, Gujarati preferred)

Problem-solving ability and attention to detail

Ability to work independently and multitask under pressure Additional Responsibilities

Work closely with the design team for custom and studio-specific orders.

Monitor the turnaround time (TAT) and identify areas for optimization.

Support audits and inspections conducted by internal/external stakeholders.

Ensure workplace safety and compliance with factory protocols.