Job Description
Position: Operations & Documentation Executive
Department
Operations / Purchase / Costing & Compliance
Reporting To
Management / Team Lead
Job Summary
The Operations & Documentation Executive shall be responsible for assisting the management in maintaining accurate operational records, preparing cost-related analyses, supporting procurement activities, updating quality management documentation, and generating management reports. The role requires strong analytical skills, attention to detail, proficiency in Microsoft Excel, and the ability to coordinate with multiple departments.
Key Roles & Responsibilities
1. Documentation & Record Management

- Maintain and regularly update inventory records and inventory tracking sheets.
- Update tariff sheets, pricing schedules, and related commercial documentation.
- Organize and maintain both physical and digital records for easy retrieval.
- Ensure all operational documents are updated, accurate, and properly filed.

2. Costing & Budget Analysis

- Prepare and update Bill of Materials (BOM) costing for products and projects.
- Perform job costing and cost analysis for ongoing and completed assignments.
- Assist in preparing procurement budgets and budgetary cost estimates.
- Compare actual costs with estimated costs and report any significant variances.
- Maintain costing databases and ensure the accuracy of costing information.

3. Procurement & Purchase Support

- Assist the Purchase Department in obtaining quotations and preparing comparative statements.
- Coordinate with vendors for procurement-related documentation and follow-up.
- Support the preparation of purchase requisitions, purchase orders, and supplier records.
- Maintain procurement documentation in accordance with company procedures.
- Assist in tracking deliveries,



purchase status, and vendor performance records.

4. Quality Management System (IATF / ISO)

- Maintain and update documents related to IATF, ISO, and other quality management systems.
- Ensure controlled documents are properly revised, distributed, and archived.
- Assist departments in preparing documents required for internal and external audits.
- Support compliance activities by maintaining records, formats, checklists, and quality documentation.
- Coordinate with various departments to ensure documentation complies with applicable standards.

5. Reporting & Management Support

- Prepare periodic operational, inventory, costing, procurement, and compliance reports.
- Develop and update MIS reports as required by the management.
- Collect and compile data from various departments for management review.
- Assist in preparing presentations, summaries, and analytical reports.
- Perform any additional reporting or documentation tasks assigned by the management from time to time.

6. Coordination & Administrative Support

- Coordinate with Stores, Accounts, Production, Purchase, and Quality departments for timely information and documentation.
- Follow up on pending documentation and operational activities.
- Maintain confidentiality of all company information and business records.
- Assist in implementing process improvements and documentation best practices.

Required Skills & Competencies





- Good knowledge of Microsoft Excel, Word, and PowerPoint.
- Strong analytical and numerical aptitude.
- Understanding of inventory management and costing principles.
- Basic knowledge of BOM preparation and procurement processes.
- Familiarity with IATF 16949, ISO 9001, or other quality management systems is preferred.
- Excellent documentation and record-keeping skills.
- Valuable communication and coordination abilities.
- Strong attention to detail with a systematic approach to work.
- Ability to manage multiple assignments and meet deadlines.

Educational Qualification

- Bachelors degree in Commerce, Business Administration, Engineering, Supply Chain Management, or a related discipline.
- Additional certification in Inventory Management, Cost Accounting, ERP Systems, or Quality Management will be an added advantage.

Experience

- 13 years of relevant experience in documentation, costing, procurement, operations, or quality systems.
- Fresh graduates with excellent analytical skills and advanced Excel knowledge may also be considered.

Key Performance Indicators (KPIs)

- Timely and accurate updating of inventory, costing, and tariff records.
- Accuracy of BOM costing and budget calculations.
- Timely completion of procurement support activities.
- Compliance with IATF/ISO documentation requirements.
- Timely submission and quality of management reports.
- Accuracy and completeness of operational documentation.
- Effective coordination with internal departments and external vendors.

How to Apply Interested candidates may send their updated resume to Ajeet Singh at [email protected] or contact us at +91 79052 77228 for further information. Email: [email protected] Phone: +91 79052 77228

📌 Operations And Documentation Executive (Varanasi)
🏢 Young Tech Software
📍 Varanasi