Job Title: Operations Lead

Position Summary

The Operations Lead is responsible for overseeing and managing the day-to-day operational, administrative, supply chain, HR, coordination, and customer support activities of the organization. This role serves as the central point of coordination between internal operational teams, vendors, customers, global stakeholders, and service providers to ensure efficient business operations, regulatory compliance, and customer satisfaction. The Operations Lead also provides administrative support to leadership and drives continuous process improvement initiatives.

Key Responsibilities

Office Administration & Facilities Management

- Manage overall office administration and operational activities.
- Manage procurement of office and operational requirements.
- Monitor and procure office supplies, stationery, furniture, appliances, and equipment as required.
- Coordinate facility maintenance and vendor services.
- Provide administrative support to visitors and business partners.
- Ensure smooth functioning of office infrastructure and coordinate with IT teams for technical issues.
- Manage Extended Producer Responsibility (EPR) registrations, filings, annual returns, and compliance reporting as required under applicable environmental regulations.
- Coordinate with Pollution Control Boards, CPCB/SPCB authorized agencies, recyclers, and compliance consultants for EPR obligations.
- Ensure timely submission of EPR reports, recycling certificates, and supporting documentation.

Human Resources & Employee Administration

- Coordinate recruitment activities, interviews, and onboarding processes.
- Manage employee onboarding and offboarding in coordination with the US and New York offices.
- Maintain employee personnel records and HR documentation.
- Coordinate employee insurance enrolment, renewals, and claims support.
- Manage employee benefits including Pluxee meal cards and related programs.
- Prepare CTC structures, compensation letters, and employment documentation.
- Coordinate annual performance review processes.
- Review and approve employee reimbursement claims as per company policy.
- Provide temporary operational support for vacant positions until replacements are hired.

Commercial & Contract Administration

- Prepare and manage customer and vendor agreements.
- Coordinate contract review and onboarding documentation with global teams.
- Support sales and finance teams in commercial operations.
- Assist in billing plan preparation and execution.
- Track contract milestones and compliance requirements.

Procurement & Vendor Management, Inventory & ERP Management

- Create,



maintain, and manage vendor databases.
- Approve Purchase Orders (PO) and ensure compliance with procurement policies.
- Review and approve vendor invoices before submission to finance.
- Coordinate supplier performance reviews and issue resolution.
- Conduct periodic physical inventory verification and reconciliation with Zoho ERP records.
- Monitor inventory accuracy and stock availability.
- Create and maintain SKU master data in Zoho ERP.
- Review inventory transactions, stock movements, and inventory controls.
- Support ERP-related process improvements and reporting requirements.
- Ensure data integrity across ERP systems.

Import, Export & Logistics Management

- Manage end-to-end import and export operations.
- Coordinate customs clearance activities through clearing agents (CHA).
- Track shipments from supplier dispatch through final customer delivery.
- Ensure timely submission and maintenance of shipping documentation.
- Review Bills of Entry (BOE), shipping documents, CHA invoices, and statutory compliance documents.
- Coordinate submission of BOE and CHA bills to finance for accounting and record maintenance.
- Manage warranty return shipments and re-export activities.
- Coordinate with freight forwarders, customs brokers, transporters, and logistics partners.
- Ensure compliance with applicable customs, DGFT, GST, RBI, and trade regulations.
- DGFT licenses if required

Order Management & Customer Support

- Review and approve Sales Orders (SO), Purchase Orders (PO), and Goods Receipt Notes (GRN).
- Monitor order fulfillment status and customer delivery commitments.
- Coordinate with sourcing, warehouse, logistics, and customer service teams to ensure on-time delivery.
- Resolve customer service and order execution issues.
- Track delivery schedules and communicate updates to stakeholders.

Finance Coordination

- Review operational expenses and supporting documentation.
- Coordinate payment requests with finance teams.
- Review vendor bills for accuracy and completeness before submission.
- Support finance with documentation required for audits and compliance.
- Monitor project billing plans and milestone-based invoicing.




- Track and review receivables and payment-related operational matters.

Liquidated Damages (LD) Management

- Calculate and validate Liquidated Damages (LD) as per contractual terms.
- Coordinate internal approvals for LD assessments and settlements.
- Maintain records of customer claims and recovery actions.

ERP Implementation & Project Coordination

- Act as a liaison between departments, business users, project teams, and ERP implementation partners.
- Schedule project meetings, training sessions, reviews, and workshops.
- Monitor project timelines, action items, and deliverables.
- Track project milestones and escalate delays when necessary.
- Support ERP testing, process documentation, user training, and change management activities.

Continuous Improvement & Leadership

- Drive operational excellence and process improvement initiatives.
- Develop and implement standard operating procedures (SOPs).
- Prepare operational reports and present updates to management.
- Analyze business processes and identify opportunities for efficiency improvements.
- Lead cross-functional initiatives to enhance customer satisfaction, inventory control, procurement efficiency, and operational performance.

Knowledge, Skills, and Abilities

- Minimum of 5-10 years experience in a similar role.
- Strong organizational skills; highly detail oriented
- Ability to act with integrity, professionalism, and confidentiality.

- Excellent leadership, communication, and interpersonal skills. Ability to motivate and develop teams.
- Detail-oriented with robust analytical and problem-solving skills.
- Knowledge of ERP systems; implementation experience a bonus.
- Worked with International organizations in past.
- Proficient with Microsoft Office Suite and Excel software

Physical Requirements

This position involves primarily sedentary work performed in a typical office or home office environment. The physical requirements are representative of those that must be met to successfully perform the essential functions of this job.

- Ability to sit for extended periods of time at a desk or workstation while using a computer.
- Ability to stand and/or walk for brief periods of time to perform tasks such as retrieving files, supplies, etc.
- Ability to lift and carry light items such as papers, files, supplies weighing up to 10 pounds.
- Manual dexterity and hand-eye coordination to use standard office equipment such as computer, keyboard, mouse, printer, photocopier, calculator, telephone.
- Ability to communicate verbally and in writing in English.
- Normal or corrected vision and hearing within normal ranges.

📌 Operations Manager (Bengaluru)
🏢 GAS Turbine Controls (india) Ltd( AP4 Group , USA)
📍 Bengaluru