Operations Coordinator

4 weeks ago

Gurgaon, Haryana, India Avery Dennison Smartrac Full time

Job Title: Operations Coordinator - Digital Solutions

Job Summary:

We are seeking an experienced Operations Coordinator to join our Digital Solutions team. The successful candidate will be responsible for managing daily operations, performing administrative tasks, and coordinating with various departments to execute business operations processes.

Key Responsibilities:

  • Coordinate and follow up with different departments to execute Digital Solutions business operations processes.
  • Track and confirm back to suppliers of Infosec approval/rejection and update the approved vendor list.
  • Process NDA and agreement templates via ONIT.
  • Maintain all hardcopy and softcopy of agreements and NDAs in a central repository.
  • Support stamp paper procurement for agreement/NDAs execution.
  • Page alignment and print agreements/NDAs for execution.
  • Send post to customers/suppliers for agreement/NDAs signatures and track till delivered back to HO.
  • Get legal approval on email and send to ADD signing authority for physical signatures.
  • Send signed scan copy to suppliers/customers and keep hardcopy in safe custody.
  • Vendor onboarding process.
  • Get necessary documents from vendors to initiate vendor onboarding process.
  • Validate documents and send to respective department for vendor onboarding.
  • Get necessary approvals to initiate vendor onboarding process.
  • Once vendor code is created, communicate back to vendor. Maintain vendor code and necessary documents.
  • Part code creation.
  • Define part code as per format and vendor product details.
  • Process part code creation with respective team using MFG Pro.
  • Coordinate to get PLT info update and approve in MFG Pro by PM.
  • Validate part code live in MFG Pro and Price FX.
  • Vendor PO creation.
  • Get vendor quotation and validate all ok.
  • Ensure part code is created and if not, initiate part code creation process.
  • Ensure vendor is onboarded and if not, initiate vendor onboarding process.
  • Share vendor details to respective department for PO creation.
  • Get necessary approvals to generate vendor PO.
  • Once PO is raised, send it to vendor and track shipment delivery as per committed timelines.
  • Products delivery and material inward.
  • Track supplier material dispatch with invoice to AD DC as per PO.
  • Ensure GRN done and packaging change as per order.
  • AD as a supplier onboarding.
  • Check if Avery Dennison is registered as a supplier in customer system.
  • Get supplier code and verify internally or initiate registration process.
  • Get necessary documents and forms to be submitted to client from respective department.
  • Fill up supplier onboarding form by collecting necessary documents.
  • Incase of online portal, fill up form and upload all documents for further processing.
  • Get necessary stamps and signatures in customer documents/onboarding forms.
  • Follow process as per customer requirement and system till closure and supplier code has been created.
  • Customer onboarding.
  • Send all AD onboarding documents requirement list to customer for them to fill up and share copy.
  • Get customer credit information and agree on this with team.
  • Once received, send all documents to respective departments for further processing.
  • Verify customer name and all details in PriceFX.
  • Ensure customer code has been generated and send it back to customer and team.
  • Customer PO processing.
  • Plan operational execution of customer PO.
  • Check if customer is already onboarded or do customer onboarding process.
  • Send PO copy and necessary documents to SSO respective team for SO creation.
  • Get all necessary approvals from respective team for order processing.
  • Get SO created and SO detail sheets to verify.
  • Ensure credit limit is addressed for SO to release.
  • Connect with team to release SO.
  • Generate invoice copy and execute shipping.
  • Track all materials in AD warehouse.
  • Share SO number with all shipping details.
  • Ensure items shipped with invoice and dispatch note to customer.
  • GRN and material movement tracking.
  • Track till items delivered to customer.
  • Do needful processing of invoice/delivery note acceptance.
  • Track customer payment as per payment terms in PO.
  • Contracts management admin responsibilities.
  • Printing contracts on stamp paper.
  • Getting it signed by signing authority.
  • Shipping copy to other party.
  • Storing physical copies in secure places.
  • Inventory management and stock update of all AD demo/ordered materials.
  • Maintain inventory of all demo items and iLAB items.
  • Track all items movement to different sites/team/customer/partner.
  • Track all ordered items inventory as per PO.
  • Database of warranty and support of all products.
  • Manages operational tasks under direction of DS managers and connects with respective internal team towards task accomplishment on time.
  • Coordination with different DS team members - MDM, PM, Field Engineers for all necessary operation support activities.
  • Ensure each activity/task to be tracked till its closure with defined timeline.
  • Maintain tasks register for better reporting and task management.
  • Handles logistic responsibilities.
  • Track all ordered samples/materials delivery status.
  • Connect with logistic and supplier to ensure correct delivery movements with all necessary dispatch paper works.
  • Track all materials movement from DC to multiple sites/locations.
  • Ensure all papers work for movements been taken care of.
  • Take necessary approvals for products movement.
  • Connect with supplier/customer logistic team for better coordination and traceability.
  • Support for all office operations jobs that include document collection, editing, printing, scanning, and communication to different stakeholders.
  • Ensure all legal and operations documents to be printed and do needful processing as per requirements.
  • Publishes periodic reports from system on all processes for management stakeholders.
  • Maintain all operations system generated reports and have complete visibility that covers inventory, sales, expenses, and as it arises time to time.
  • Follows all country/state and local business laws, regulations, and company policies.
  • Aware of country and states finance and logistics policies for better operational support and management.
  • Aware of GST and finance policies to add value and validate necessary documents.

Qualifications:

We expect the following from you:

  • Previous work experience (3 to 5 years) in end-to-end cross-functional Order to Cash and other operations coordination/supervisor roles.
  • Working knowledge of purchasing, finance, and logistic operations execution.
  • Knowledge of operational process and documentation for supplier onboarding, vendor registration, customer onboarding activities.
  • Working knowledge of logistics process and country/state/local business laws and regulations.
  • Strong written and verbal communication skills in English and local language.
  • Hands-on experience in MS Office and accounting tools, advance Excel.
  • Willingness to travel (10-20%).
  • Learns quickly and has strong problem-solving skills and business acumen.
  • A Bachelor's degree is preferred.
  • Job Location - Gurgaon, India. Work from Office.

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