Operations Coordinator

About the Role

Avery Dennison Smartrac is seeking an experienced Operations Coordinator to join our high-performing Digital Solutions team. This role will be part of the shared services team, responsible for managing the daily operations and performing administrative tasks.

Key Responsibilities

The Operations Coordinator will be responsible for:

1. Coordination and follow-up with different departments to execute business operations processes.
2. Tracking and confirming back to suppliers of Infosec approval/rejection and updating the approved vendor list.
3. Initiating the Infosec process with the respective team and getting supplier contact details.
4. Processing NDA templates and agreement templates via ONIT.
5. Maintaining all hardcopy and softcopy agreements and NDAs in a central repository.
6. Supporting stamp paper procurement for agreement/NDAs execution by the respective department.
7. Page alignment and printing agreements/NDAs for execution.
8. Tracking post delivery to the respective customer/supplier till it is delivered back to the HO.
9. Getting legal approval on email and sending it to the ADD signing authority for physical signatures.
10. Sending signed scan copies to both parties and keeping the hardcopy in safe custody.
11. Vendor onboarding process.
12. Getting necessary documents from vendors to initiate the vendor onboarding process.
13. Validating documents and sending them to the respective department for vendor onboarding.
14. Getting necessary approvals to initiate the vendor onboarding process.
15. Communicating back to vendors once the vendor code is created and maintaining the vendor code and necessary documents.
16. Part code creation.
17. Defining part codes as per the format and vendor product details.
18. Processing part code creation with the respective team using MFG Pro.
19. Coordinating to get PLT info update and approve in MFG Pro by the PM.
20. Validating part codes live in MFG Pro and Price FX.
21. Vendor PO creation.
22. Getting vendor quotations and validating all OK.
23. Ensuring part codes are created and if not, initiating the part code creation process.
24. Ensuring vendors are onboarded and if not, initiating the vendor onboarding process.
25. Sharing vendor details with the respective department for PO creation.
26. Getting necessary approvals to generate the vendor PO.
27. Once the PO is raised, sending it to the vendor and tracking shipment delivery as per the committed timelines.
28. Products delivery and material inward.
29. Tracking supplier material dispatch with invoices to the AD DC as per the PO.
30. Ensuring GRN is done and packaging change as per the order.
31. AD as a supplier onboarding.
32. Checking if Avery Dennison is registered as a supplier in the customer system.
33. Getting supplier codes and verifying internally.
34. Initiating the registration process if not registered.
35. Filling up the supplier onboarding form by collecting necessary documents.
36. Incasing of an online portal, filling up the form and uploading all documents for further processing.
37. Getting necessary stamps and signatures in customer documents/onboarding forms.
38. FOLLOWING the process as per the customer requirement and system till its closure and the supplier code has been created.
39. CUSTOMER ONBOARDING.
40. Sending all AD onboarding documents requirement lists to the customer.
41. Filling up and sharing the copy with the customer.
42. Getting customer credit information and agreeing on this with the team.
43. Sending all documents to the respective departments for further processing.
44. Verifying customer name and all details in PriceFX.
45. Sending the customer code back to the customer and team once generated.
46. CUSTOMER PO PROCESSING.
47. Planning operational execution of the customer PO.
48. Checking if the customer is already onboarded or doing the customer onboarding process.
49. Sending the PO copy and necessary documents to the SSO respective team for SO creation.
50. Getting all necessary approvals from the respective team for order processing.
51. Getting the SO created and the SO detail sheets to verify.
52. Ensuring the credit limit is addressed for the SO to release.
53. Connecting with the team to release the SO.
54. Generating the invoice copy and executing shipping.
55. Tracking all materials in the AD warehouse.
56. Sharing the SO number with all shipping details.
57. Ensuring items shipped with invoices and dispatch notes to the customer.
58. GRN and material movement tracking.
59. Tracking till items delivered to the customer.
60. Doing necessary processing of the invoice/delivery note acceptance.
61. Tracking customer payment as per the payment terms in the PO.
62. Contracts management admin responsibilities.
63. Printing contracts on stamp paper.
64. Getting it signed by the signing authority.
65. Shipping a copy to the other party.
66. Storing physical copies in secure places.
67. Inventory management and stock update of all AD demo/ordered materials.
68. Maintaining inventory of all demo items and iLAB items.
69. Tracking all items movement to different sites/team/customer/partner.
70. Tracking all ordered items inventory as per the PO.
71. Database of warranty and support of all products.
72. Managing operational tasks under the direction of DS managers.
73. Connecting with the respective internal team towards task accomplishment on time.
74. Coordination with different DS team members - MDM, PM, Field Engineers for all necessary operation support activities.
75. Ensuring each activity/task is tracked till its closure with the defined timeline.
76. Maintaining tasks register for better reporting and task management.
77. Handling logistic responsibilities.
78. Tracking all ordered samples/materials delivery status.
79. Connecting with logistics and supplier to ensure correct delivery movements with all necessary dispatch paper works.
80. Tracking all materials movement from the DC to multiple sites/locations.
81. Ensuring all papers work for movements are taken care of.
82. Getting necessary approvals for products movement.
83. Connecting with the supplier/customer logistic team for better coordination and traceability.
84. Support for all office operations jobs that include document collection, editing, printing, scanning, and communication to different stakeholders.
85. Ensuring all legal and operations documents are printed and doing necessary processing as per the requirements.
86. Publishing periodic reports from the system on all processes for management stakeholders.
87. Maintaining all operations system-generated reports and having complete visibility that covers inventory, sales, expenses, and as it arises time to time.
88. FOLLOWING all Country/State and local business laws, regulations, and company policies.
89. Aware of Country and states finance and logistics policies for better operational support and management.
90. Aware of GST and finance policies to add value and validate necessary documents.
91. Requirements
92. Previous work experience (3 to 5 years) in end-to-end cross-functional order to cash and other operations coordination/supervisor roles.
93. Working knowledge of purchasing, finance, and logistics operations execution.
94. Knowledge of operational process and documentation for supplier onboarding, vendor registration, customer onboarding activities.
95. Working knowledge of the logistics process and Country/State/local business laws and regulations.
96. Strong written and verbal communication skills in English and local language.
97. Hands-on experience in MS Office and accounting tools, advance Excel.
98. Willingness to travel (10-20%).
99. Learns quickly and has strong problem-solving skills and business acumen.
100. A Bachelor's degree is preferred.