The Operations Executive serves as the primary strategic and administrative anchor for the Head of Operations. In this pivotal support role, you will streamline cross-functional workflows across sales, marketing, purchasing, procurement, and document control. Your mission is to eliminate operational bottlenecks, maintain strict data integrity, and ensure the Operations Head has the accurate insights and organized infrastructure needed to drive business growth.
Key Responsibilities
Sales & Marketing Operational Support:
- Update and maintain customer relationship management (CRM) systems with accurate pipeline and client data.
- Identify prospects, conduct product pitches, and close sales deals to meet monthly targets.
- Extract highly detailed technical specifications, customizations, and volume requirements from clients.
- Provide clients with proactive, transparent updates regarding their order status, production phase, and shipping timelines
- Coordinate daily with the plant manager or production scheduler on production and dispatch
- Proactively address factory delays, material shortages, or machinery issues, and adjust sales strategies or client timelines accordingly.
- Assist in planning pitches/meetings and coordinating post-meeting follow-ups.
- Consolidate weekly and monthly sales metrics and marketing data into scannable reports for the Operations Head.
Purchasing & Procurement Coordination:
- Order Processing: Review purchase requisitions, draft official Purchase Orders (POs), and route them through the internal approval hierarchy.
- Vendor Management: Act as the direct point of contact for suppliers to monitor order fulfillment status and expedite delayed purchases.
- Database Maintenance: Manage the master vendor database, ensuring updated contact information, item pricing sheets, and agreed payment terms.
- Discrepancy Resolution: Reconcile delivery notes against purchase orders and coordinate with finance to resolve billing or invoice issues.
Advanced Documentation & Record-Keeping:
- File Architecture: Design and maintain systematic digital and physical filing systems for highly confidential operational data.
- Contract Administration: Track contract lifecycles, service level agreements (SLAs), and non-disclosure agreements (NDAs) to flag upcoming renewals.
- SOP Standardization: Help draft, format, distribute, and archive Standard Operating Procedures (SOPs) across departments.
- Compliance Tracking: Organize and archive regulatory certificates, shipping manifests, insurance policies, and audit-ready paperwork.
Executive Assistance to Operations Head:
- Workflow Triage: Intercept, filter, and prioritize daily emails, task requests, and operational challenges demanding the Head's attention.
- Calendar Logistics: Coordinate complex meeting schedules, prepare agendas, record precise minutes, and relentlessly track action items to completion.
Requirements & Qualifications:
- Education: Bachelor’s degree in Business Administration, Operations Management, Supply Chain, or a related field.
- Experience: 2 to 4 years of proven experience in an operational support, project coordination, or executive assistance role.
- Technical Skills: High proficiency in Microsoft Office 365 (especially advanced Excel for data tracking), CRM tools, and cloud storage systems (Google Workspace/SharePoint).
- Core Competencies: Exceptional organizational skills, the ability to multi-task under tight deadlines, and razor-sharp attention to detail.
- Communication: Flawless verbal and written business communication skills for interacting with external vendors and senior leadership.
Pay: ₹15,000.00 - ₹20,000.00 per month
Benefits:
- Commuter assistance
- Health insurance
- Paid sick time
- Provident Fund
Work Location: In person
