Job Description

Position

Trainee Operations

Department

Operations

Reporting To

Operations Manager / Operations Head

Role Purpose

The Trainee Operations will support the sales and operations team in ensuring seamless execution of customer orders from enquiry to delivery. The role involves coordinating with internal teams, suppliers, customers, logistics partners, and accounts while maintaining accurate documentation and system updates in SAP and Salesforce. The trainee will develop a strong understanding of order processing, supply chain operations, and business processes.

Key Responsibilities

1. Sales RFQ & Quotation Support

- Prepare and process Requests for Quotations (RFQs) based on inputs received from the Sales team.
- Coordinate with suppliers to obtain quotations within the required timelines.
- Support the sales team in preparing commercial offers.
- Prepare Sales Orders (SO) and Purchase Orders (PO) for back-to-back business using SAP/ZINQ.
- Prepare Z-Cost sheets and obtain necessary approvals before order processing.

2. Order Processing & Execution

- Create and update Sales Orders and Purchase Orders in SAP.
- Enter purchase price, selling price, payment terms, and delivery schedules accurately.
- Coordinate with suppliers for timely dispatch, Tax Invoice, E-Way Bill, Packing List, and other dispatch documents.
- Coordinate with customers to ensure timely receipt and unloading of goods.
- Share PI, SO, PO, and other operational documents as required.
- Upload and maintain all customer and supplier documents in SAP.
- Create recent item codes and maintain master data whenever required.

3. Documentation & Compliance

- Verify Purchase Orders, Sales Orders,



Proforma Invoices, Tax Invoices, Packing Lists, Lorry Receipts, E-Way Bills, and other commercial documents for accuracy.
- Cross-check HSN Codes, quantities, prices, payment terms, GST details, and delivery information.
- Ensure documentation complies with company policies and statutory requirements.

4. Coordination & Follow-up

- Share dispatch details with customers.
- Share payment advice and payment updates with suppliers.
- Follow up with customers for outstanding payments.
- Coordinate with Accounts, SAP team, suppliers, and internal stakeholders for smooth order execution.
- Follow up for timely approval of Purchase Orders and release of blocked Sales Orders.
- Assist in customer and supplier registration by collecting and maintaining required documents.

5. System Management & Reporting

- Maintain accurate transaction records in SAP and Salesforce.
- Update order status and operational milestones regularly.
- Generate reports and maintain operational MIS as required.
- Ensure complete and accurate digital documentation for every transaction.

Key Skills & Competencies

- Strong communication and coordination skills.
- High attention to detail and accuracy.
- Good analytical and problem-solving ability.
- Basic understanding of supply chain and business operations.
- Proficiency in Microsoft Excel and MS Office.
- Ability to learn ERP systems such as SAP.
- Good documentation and record management skills.
- Time management and follow-up skills.
- Customer-focused and process-oriented mindset.

Accurate system updates in SAP and Salesforce.

- Effective coordination with internal and external stakeholders.

📌 Trainee - Operation (Gujarat)
🏢 Texperts India
📍 Gujarat