Operation Executive

Overview

The Operations Executive will take full responsibility for the seamless management and execution of client orders, ensuring all phases from confirmation through delivery are handled efficiently. They will be vital in coordinating among multiple departments such as Sales, Design, Procurement, Production, and Logistics for flawless order fulfillment.

Key Responsibilities

• Own entire order processes post-client confirmation, managing timelines and progress coordination.
• Collaborate with various teams including sales, production, and logistics for smooth execution.
• Maintain clear communication of client requirements to all involved stakeholders.
• Coordinate with suppliers, manufacturers, printers, and service vendors to source products, obtain quotations, and manage vendor relationships.
• Assess vendor pricing, quality, and delivery to ensure optimal procurement decisions.
• Ensure timely procurement and keep updated vendor databases.
• Oversee production and branding activities, ensuring specifications and quality standards are met, addressing any delays or issues.
• Perform quality inspections pre-dispatch to verify specs, branding, quantities, and packaging, minimizing errors and complaints.
• Manage dispatch logistics by working with courier and transport partners, tracking shipments, and resolving delays.
• Maintain inventory and sample stock records, conduct periodic verifications, and ensure organized product displays.
• Support operations discipline and equipment maintenance to sustain smooth workflows.
• Maintain comprehensive documentation, including order tracking, CRM updates, and operational reporting on daily, weekly, and monthly bases.

Required Skills and Qualifications

• Excellent coordination and execution capabilities.
• Strong vendor management and negotiation experience.
• Understanding of procurement and order lifecycle management.
• Proficient in Excel and Google Sheets for tracking and reporting.
• Effective communication skills with the ability to manage follow-ups robustly.
• Capacity to handle multiple simultaneous projects and deadlines.
• Problem-solving mindset and confident decision-making ability.

Ideal Candidate Profile

• Highly organized with a strong drive for ownership and accountability.
• Detail-focused and persistent in follow-up activities.
• Thrives in fast-paced environments under pressure.
• Excellent team coordination and communication skills.

Performance Indicators

• Rate of On-Time Delivery
• Accuracy in Order Execution
• Efficiency in Vendor Coordination
• Production Error Rates
• Compliance with Quality Standards
• Accuracy in Dispatching
• Timely Resolution of Client Complaints
• Accuracy of Inventory Records
• Protection of Order Profit Margins
• Accuracy in Operational Reporting