Operations Executive

7 days ago

Mumbai Maharashtra, India Oorjan Cleantech Private Limited Full time

The Executive - Operations will primarily be responsible for the efficient and accurate creation and management of Purchase Orders (POs) and Proforma Invoices (PIs). This role requires meticulous attention to detail, strong organisational skills, and working effectively with internal teams and external vendors. The Junior Executive will play a vital role in ensuring smooth procurement processes and accurate financial documentation.

**Responsibilities**:

- **Purchase Order (PO) Management**:Generate and process Purchase Orders based on approved requisitions and requirements.
- Ensure all necessary information is accurately included in the PO, such as item descriptions, quantities, pricing, delivery terms, and vendor details.
- Maintain a systematic record of all issued POs and track their status.
- Follow up with vendors to confirm receipt of POs and ensure timely processing.
- Assist in resolving any discrepancies or issues related to POs.
- Maintain and update vendor information in the relevant systems.
- **Proforma Invoice (PI) Management**:Prepare and issue Proforma Invoices based on sales quotations and customer requests.
- Ensure accuracy of product details, pricing, quantities, payment terms, and other relevant information on the PI.
- Maintain a log of all generated PIs and their status.
- Follow up with customers as needed regarding issued PIs.
- Assist in converting PIs to final invoices upon confirmation.
- **Data Entry and Record Keeping**:Accurately enter and update data related to POs and PIs in relevant databases and systems.
- Maintain organised filing systems for all related documentation (electronic and physical).
- Ensure data integrity and accuracy in all records.
- **Communication and Coordination**:Communicate effectively with internal departments (e.g., procurement, sales, finance) regarding PO and PI-related matters.
- Liaise with vendors and customers to obtain necessary information and address queries.
- Escalate any significant issues or discrepancies to the reporting manager.
- **Process Adherence**:Adhere to established company policies and procedures related to procurement and invoicing.
- Identify areas for potential process improvement related to PO and PI generation.
- **General Administrative Support**:Provide general administrative support to the operations team as required.
- Assist with other operational tasks as assigned by the reporting manager.

**Job Types**: Full-time, Permanent

Pay: ₹240,000.00 - ₹360,000.00 per year

Schedule:

- Day shift

Work Location: In person

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