Operation Officer- Philips Mobile

Company: Zenotel India Pvt. Ltd.

Job Location: Shivaji Nagar, Pune, Maharashtra

Department: Operations

Position: Operations Officer

Employment Type: Full-Time

Monthly CTC: ₹20,000 – ₹30,000, depending on experience and competency

Reporting To: Operations Manager / Head – Operations

1. Role Objective

Zenotel India Pvt. Ltd. is looking for a highly organized, analytical and execution-oriented Operations Officer to support the company's day-to-day sales and distribution operations. The role will act as an important coordination point between the Head Office, Field Sales Team, Distributors, Finance, Warehouse, Service, HR and other internal departments .

The candidate should be solid in Microsoft Excel, MIS preparation, data management, claims processing, stock and return coordination , and should be capable of following up with multiple stakeholders to ensure operational tasks are completed accurately and on time.

This is a hands-on execution role requiring strong follow-up, accuracy, ownership and the ability to manage multiple operational activities simultaneously.

1. Key ResponsibilitiesA. MIS & Data Management

- Prepare and maintain daily, weekly and monthly MIS reports .
- Compile sales and operational data received from field teams, distributors and internal departments.
- Prepare Primary Sales, Secondary Sales, Stock and other operational reports.
- Consolidate data from multiple sources into structured management reports.
- Track targets versus achievements and highlight gaps or pending activities.
- Maintain distributor-wise, state-wise, territory-wise and employee-wise reports wherever required.
- Ensure accuracy and consistency of data before circulating reports.
- Prepare management summaries and dashboards for review.
- Identify discrepancies, missing information and unusual data patterns and coordinate for correction.

B. Advanced Excel & Reporting Candidate should have strong practical knowledge of Microsoft Excel, including:
- VLOOKUP / XLOOKUP
- Pivot Tables
- SUMIF / SUMIFS
- COUNTIF / COUNTIFS
- IF and logical formulas
- Data validation
- Conditional formatting
- Sorting and filtering
- Data cleaning and reconciliation
- Lookup and matching of large datasets
- Preparing charts and management reports

Knowledge of Power Query, Power BI or Google Sheets will be an added advantage. C. Field Sales Team Coordination

- Coordinate regularly with the company's field sales team for required operational information.
- Follow up for daily sales reports, stock information, claims, returns and other pending activities.
- Maintain proper communication between Head Office and field teams.
- Track pending tasks assigned to field employees and ensure timely closure.
- Communicate operational instructions, formats, processes and deadlines.
- Escalate delays, discrepancies or non-compliance to the concerned reporting manager.
- Maintain structured records of important field communications and pending issues.

D. Distributor Coordination
- Communicate with distributors regarding operational requirements.
- Coordinate for sales data, stock statements, claims, returns and reconciliations.
- Follow up for pending documents and information.
- Coordinate distributor-related issues with relevant internal departments.
- Maintain distributor-wise operational records.
- Track pending distributor requests/issues until closure.
- Ensure timely communication of company processes, policies and operational requirements to distributors.

E.



Claims Preparation & Processing
- Collect and verify claims received from distributors, field teams or concerned departments.
- Prepare claim workings and supporting statements.
- Verify claim eligibility against approved schemes/policies.
- Check supporting documents before processing.
- Maintain claim-wise tracking and status.
- Coordinate with Sales, Finance and Management for verification and approval.
- Follow up until claim settlement/closure.
- Maintain proper documentation and audit trail for processed claims.
- Identify duplicate, incomplete or incorrect claims before processing.

F. Stock Management & Coordination
- Maintain and monitor distributor/warehouse stock reports as required.
- Prepare stock ageing and stock movement reports.
- Coordinate for stock discrepancies and reconciliation.
- Track slow-moving, ageing or excess inventory and highlight it to management.
- Coordinate stock-related issues between Sales, Warehouse, Finance and Distributors.
- Support model-wise and location-wise stock planning and reporting.
- Ensure timely availability of accurate stock information for management decisions.

G. Sales Return & Return Management
- Coordinate product return requests from distributors/field teams.
- Verify return details against company policies and approvals.
- Maintain return tracking from initiation to final closure.
- Coordinate with Warehouse, Sales, Finance and Service teams for return processing.
- Maintain proper records of returned stock.
- Track pending returns and ageing of unresolved cases.
- Support reconciliation of return stock and financial adjustments.

H. Cross-Department Coordination The Operations Officer will regularly coordinate with: Sales Team – targets, achievements, distributor issues and field requirements.

Finance & Accounts – claims, credit/debit notes, reconciliations and payment-related operational issues.

Warehouse & Logistics – stock, dispatch, returns and inventory discrepancies.

Service Department – product/service-related operational coordination.

HR & Administration – employee-related operational information wherever required.

Management – MIS, reports, exceptions and operational status.

The candidate should ensure that matters are not simply forwarded from one department to another but are tracked until proper closure .

1. Daily Operational Responsibilities

The candidate will be expected to:
- Review pending operational tasks at the beginning of the day.
- Collect required data from field teams and distributors.
- Update daily MIS and operational trackers.
- Follow up on pending claims, returns and stock issues.
- Coordinate with relevant departments for unresolved cases.
- Verify data received before updating reports.
- Highlight critical exceptions to the reporting manager.
- Maintain proper records of completed and pending activities.
- Ensure important daily operational tasks are closed within defined timelines.
- Prepare required reports for management review.

1. Key Performance Indicators – KPIs

Performance may be evaluated on:
- Accuracy of MIS reports
- Timeliness of MIS submission
- Claim processing turnaround time




- Number/ageing of pending claims
- Return processing turnaround time
- Accuracy of stock reports
- Distributor query resolution
- Field team coordination effectiveness
- Pending-task closure rate
- Data accuracy and reconciliation
- Response time to internal departments
- Documentation accuracy
- Ability to identify discrepancies proactively
- Overall operational discipline and ownership

Target expectation: Critical MIS and operational reports should maintain a very high level of accuracy, with minimum errors and delays.

1. Required SkillsMust Have

- Solid Microsoft Excel skills
- Strong MIS preparation capability
- Good numerical and analytical ability
- Excellent data handling skills
- Good written and verbal communication
- Strong follow-up capability
- Ability to coordinate with multiple teams
- Good documentation and record-management skills
- Ability to work under deadlines
- High attention to detail
- Ability to identify data discrepancies
- Strong sense of ownership and accountability

1. Qualification & Experience

Education: Graduate in Commerce, Management, Business Administration or any relevant discipline. Experience: Preferably 1–4 years in Operations, Sales Operations, MIS, Distribution Operations, Back Office or a similar role.

Candidates with relevant distribution/MIS experience and excellent Excel skills may be preferred even if their overall experience is lower.

1. Ideal Candidate Profile

We are looking for someone who is:
- Execution-oriented – gets tasks completed rather than only forwarding information.
- Analytical – understands numbers and can identify discrepancies.
- Organized – can handle multiple activities without losing track.
- Persistent – follows up until tasks are completed.
- Accurate – understands that incorrect MIS can affect business decisions.
- Responsive – communicates quickly with field and internal teams.
- Accountable – takes ownership of assigned activities.
- Process-driven – maintains proper documentation and follows defined processes.
- Proactive – identifies potential operational issues before they become critical.

1. Nature of the Role

This is not only a back-office data-entry position . The Operations Officer will be expected to actively coordinate, follow up, analyze, verify and close operational activities involving multiple departments and external distributors.

The candidate must be comfortable handling large amounts of data, multiple follow-ups, deadlines and day-to-day operational pressure .

1. What We Expect

The selected candidate should help Zenotel India Pvt. Ltd. build a disciplined operations environment where: Data is accurate → MIS is timely → Issues are tracked → Teams are coordinated → Claims/returns are processed → Pending matters are escalated → Tasks reach closure.

The Operations Officer will play an important role in ensuring smooth coordination between Head Office, field sales teams and the company's distribution network .

Job Summary for Recruitment Portals

Position: Operations Officer

Location: Shivaji Nagar, Pune

CTC: ₹20,000–₹30,000 per month

Experience: 1–4 Years

Industry Preference: Mobile Handset / Consumer Electronics / Telecom / FMCG / Distribution

Key Skills: Advanced Excel, MIS, Claims Processing, Stock Management, Sales Returns, Distributor Coordination, Field Team Coordination, Data Reconciliation and Cross-Functional Coordination.

Immediate joiners or candidates with a short notice period will be preferred.

📌 Operation Officer- Philips Mobile (India)
🏢 Philips Connect India
📍 India