Company: Sails Software Solutions Pvt. Ltd.

Job Title: Operations Executive

Department: Administration & Operations

Location: Visakhapatnam

Employment Type: Full-Time

Experience: 2–5 Years (Preferred)

About the Role

We are looking for a proactive, resourceful, and highly organized Operations Executive to support the smooth functioning of our day-to-day office operations.

The ideal candidate should be hands-on, capable of independently coordinating with vendors, negotiating prices, managing office inventory, maintaining accurate records, and overseeing administrative activities.

This role involves frequent local travel, vendor visits, procurement coordination, and other field activities. The candidate must be comfortable handling both office-based and field-based responsibilities.

The ability to drive both two-wheelers and four-wheelers, with a valid driving licence, is mandatory.

1. Vendor Management & Negotiations

- Identify, evaluate, and onboard vendors for office supplies, maintenance, equipment, and other operational requirements.
- Maintain professional relationships with existing vendors and service providers.
- Visit vendor locations, conduct market surveys, and identify cost-effective procurement options.
- Obtain quotations from multiple vendors, compare pricing and services, and negotiate competitive rates.
- Coordinate with vendors to ensure timely delivery of goods and completion of services.
- Monitor vendor performance, quality of products and services, and adherence to agreed timelines.
- Resolve vendor-related issues, including delays, pricing discrepancies, and service quality concerns.
- Maintain updated vendor databases, quotations, agreements, invoices, and related documentation.

2. Procurement & Inventory Management

- Handle the procurement of office supplies, stationery, housekeeping materials, pantry supplies, and other operational requirements.
- Monitor inventory levels and ensure adequate availability of essential office supplies.
- Maintain accurate stock registers, inventory trackers, and records of incoming and outgoing materials.
- Conduct periodic physical stock verification and reconcile discrepancies.
- Track consumption patterns and plan purchases to prevent stock shortages or unnecessary expenditure.
- Coordinate the receipt, inspection, storage, and distribution of purchased materials.




- Maintain records of office equipment, furniture, and other administrative assets.
- Ensure inventory records are regularly updated in Excel or designated inventory management systems.
- Coordinate the movement and tracking of office materials between locations.

3. Office Administration & Facility Management

- Support the smooth functioning of daily office administration and operational activities.
- Monitor office infrastructure, furniture, utilities, and general maintenance requirements.
- Coordinate with electricians, plumbers, carpenters, housekeeping teams, security personnel, and other service providers.
- Conduct routine office inspections to identify and address maintenance requirements.
- Ensure office premises, meeting rooms, common areas, and facilities remain functional and well-maintained.
- Coordinate repairs, preventive maintenance, and facility-related service requests.
- Monitor the availability of drinking water, pantry supplies, stationery, and other essential office resources.
- Support office seating arrangements, furniture movement, and workspace readiness in coordination with relevant teams.
- Assist in coordinating employee events, meetings, office celebrations, and other organizational activities.
- Coordinate courier services, deliveries, dispatches, and other logistical requirements.

4. Field Operations & Travel

- Undertake regular local travel for vendor meetings, procurement activities, site visits, and operational requirements.
- Visit markets and suppliers to source materials and negotiate purchases.
- Coordinate the collection and delivery of documents, materials, and office supplies whenever required.
- Travel between company office locations to support operational activities.
- Drive company-provided or otherwise authorized two-wheelers and four-wheelers when required for official responsibilities.
- Ensure timely completion of assigned field activities and provide updates to the reporting manager.
- Maintain records of official travel,



purchases, and associated expenses.

5. Documentation & Record Management

- Maintain organized physical and digital records related to operations and administration.
- Ensure proper filing and maintenance of vendor quotations, purchase orders, invoices, receipts, agreements, and supporting documents.
- Maintain updated records of inventory, office assets, maintenance activities, and operational expenses.
- Prepare and maintain purchase registers, stock reports, expense trackers, and other operational reports.
- Ensure proper documentation and approvals for purchases and payments.
- Coordinate with the Finance team for invoice submissions, payment processing, and vendor payment follow-ups.
- Maintain confidentiality and accuracy when handling company records and documents.
- Ensure documents are properly organized and easily accessible for internal reviews and audits.

6. Expense Management & Cost Optimization

- Track day-to-day operational expenses and maintain accurate expense records.
- Identify opportunities to reduce administrative and procurement costs without compromising quality.
- Compare vendor quotations and recommend cost-effective purchasing decisions.
- Ensure purchases are made within approved budgets and company guidelines.
- Coordinate with the Finance team for timely processing of vendor invoices and payments.
- Maintain records of expenses, reimbursements, and supporting bills.
- Assist in preparing periodic operational expense reports and budget estimates.

7. Internal Coordination & Operational Support

- Coordinate with HR, IT, Finance, and other internal departments to address operational requirements.
- Support current employee onboarding by ensuring required seating, furniture, office supplies, and workplace facilities are ready.
- Coordinate with the IT team for the physical movement of IT assets and equipment when required.
- Assist with office relocations, infrastructure changes, and other administrative projects.
- Coordinate logistical arrangements for client visits, leadership meetings, and corporate events.
- Respond promptly to operational requests and resolve day-to-day administrative issues.
- Provide regular updates to the reporting manager on pending tasks, purchases, maintenance activities, and operational concerns.

📌 Operations Executive (Visakhapatnam)
🏢 Sails Software
📍 Visakhapatnam