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: 2–5 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.