What’s the purpose of this role?

- The purpose of this role is timely preparation of quotes upon receiving RFQs, negotiating better lead times with suppliers, and tracking order readiness for critical spare parts.

- You will proactively inform customers about order statuses, provide alternative solutions for part shortages, and ensure smooth documentation for order processing and invoicing.

- Ensure on-time delivery of spare parts and goods for customers in your portfolio.

Key Responsibilities

- Process Sales Orders within 10 days of receipt of customer PO by validating payment terms, advance receipts, part numbers, quantities, consignee details, and end-user information before processing.

- Coordinate with customers and vendors to resolve discrepancies and ensure all commercial terms and conditions are aligned. Ensure timely approvals for urgent/breakdown orders and expedite processing with OEMs/vendors.

- Ensure OEM/Vendor Sales Orders are processed within 2 days of Vendor PO placement by providing complete and accurate documentation, with zero back-and-forth on quantities or part numbers.

- Keep customers and internal stakeholders updated on order status, coordinate overhaul schedules with OEMs/vendors, and obtain detailed packing lists for ready orders.

- Ensure compliance with payment terms by following up on Advance Payment Upon Readiness orders, obtaining timely supplier credit notes,



tracking partial shipments in SAP, and validating pricing to protect business throughput.

- Resolve customer grievances related to material shortages by coordinating with OEMs/vendors for timely closure.

- Support internal and external audits with zero NC, ensure adherence to Neptunus QMS and departmental processes, and submit accurate weekly MIS and monthly SAP/CRM reports.

- Coordinate with Accounts and Finance to close compliance gaps, including SAP entries, pending transit warehouse items, open GRNs, and related issues.

Knowledge (Functional & Technical)

- 3–4 years of experience in Supply Chain Operations (Spares & Services).

- Hands-on experience in the complete order lifecycle (PO to invoicing, dispatch, and collections).

- Knowledge of contract review and commercial risk assessment.

- Exposure to engine OEM spares such as Wrtsil, Rolls-Royce, MTU, or similar.

Skills (Functional & Technical)

- Solid customer communication and stakeholder management skills with the ability to manage multiple customer orders simultaneously.

- Good working knowledge of MS Excel (VLOOKUP, HLOOKUP, Pivot Tables).

- Strong planning, follow-up, and coordination skills with an ownership mindset to drive order closure.

- Ability to manage multiple priorities while maintaining accuracy and turnaround timelines.

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