We're looking for a meticulous and well-organized Operations Executive to manage order processing, shipment coordination, data integrity, and payment workflows. In this role, you'll collaborate with sales, planning, logistics, and finance teams to ensure timely and accurate order fulfillment, maintain reliable records, and provide proactive updates to stakeholders.
Key responsibilities:
- Trade entry: Process purchase orders accurately, liaise with oil purchasers to secure the oil needed for timely booking of oil and forex.
- Shipment planning and execution: Coordinate with production and logistics to meet delivery deadlines, monitor schedules, flag risks early, and arrange practical alternatives when delays arise. Keep stakeholders informed with timely, accurate updates.
- Goods release coordination: Review the goods release requests by validating prices, quantities, stock, and delivery timelines. Confirm customer account status with finance and ensure alignment with purchase orders and agreed terms before release.
- Sales and purchase monitoring: Track daily sales and purchase entries, reconcile against orders, and follow up on gaps or inconsistencies to ensure all transactions are complete and accurate.
- Payment coordination: Verify invoices and supporting documents, process payment requests, maintain the payment tracker, and liaise with finance to ensure timely disbursements.
- Issue resolution and customer complaints: Record issues with full details, coordinate investigations and corrective actions with relevant teams, follow up promptly, and close cases within agreed timelines.
- Pricing and sample support: Assist in preparing price quotations and arranging samples by collecting cost and availability information and ensuring timely communication to stakeholders.
- Reporting to management: Compile weekly operational and shipment updates and month-end reports on stock positions and open orders, highlighting risks and recommended actions.
- Tender and audit assistance: Gather required information, prepare submission documents, and support factory/department readiness for audits within deadlines.
- Document management: Maintain up-to-date product documentation and specifications, remove outdated versions, and respond quickly to internal and customer information requests.
- Cross-functional coordination and team support: Work closely with sales, finance, logistics, and customer service to keep tasks on track share knowledge and provide cover during team absences.
What You'll Bring
- Experience: 1-3 years in operations, supply chain, or order management background in manufacturing, FMCG, or trading is an advantage.
- Skills: Exceptional attention to detail proficient in spreadsheets and business systems.
- Knowledge: Solid understanding of ordertocash processes, basic inventory and shipment flows, and document control.
- Communication: Strong communicator with the ability to coordinate across departments and ensure follow-through.
- Mindset: Organised, proactive, and solutionsfocused comfortable managing multiple priorities and deadlines.
- Education: Diploma or bachelor's degree in Business, Supply Chain, or a related field preferred.
