Position: Operations Executive Warehouse & Logistics

Location: Mumbai, Andheri West

Job Summary The Operations Executive will be responsible for managing day-to-day warehouse and operational activities, ensuring the efficient receipt, storage, inventory management, and dispatch of goods. The role also involves coordinating logistics and transportation, managing product samples and courier activities, preparing proforma invoices and purchase orders, verifying transportation and vendor bills, and coordinating with the Accounts Department for timely vendor payment processing. The candidate will be expected to maintain accurate documentation, ensure operational efficiency, and coordinate effectively with internal departments and external partners.

Key Responsibilities

A. Warehouse Operations

- Supervise daily warehouse operations, including receiving, storing, picking, packing, and dispatching goods.
- Track and follow up on the receipt, storage, and dispatch of materials to ensure smooth operations.
- Ensure that all goods are properly labelled, documented, and stored in their designated locations.
- Monitor inventory levels and maintain accurate stock records.
- Conduct regular stock verification and resolve inventory discrepancies.
- Ensure proper housekeeping, workplace safety, and optimal utilization of warehouse space.
- Maintain records of inward and outward materials and update inventory information regularly.

B. Logistics and Transportation Coordination

- Plan and coordinate inbound and outbound shipments with logistics partners, transporters, and courier companies.
- Ensure timely delivery of goods to customers, dealers, distributors, and designated locations.
- Arrange transportation for materials, samples, and other operational requirements.
- Track shipments and follow up with transporters to resolve delays, delivery issues, and discrepancies.
- Coordinate with internal departments to ensure the timely availability and dispatch of materials.
- Verify transportation charges against agreed rates, quotations, and supporting documents.
- Collect and verify transportation bills and freight invoices before submitting them for payment processing.
- Maintain proper records of transportation arrangements, delivery details, freight charges, and proof of delivery.

C. Commercial Documentation and Purchase Orders

- Prepare and issue proforma invoices as per customer requirements and company procedures.
- Prepare, process, and maintain purchase orders (POs) for materials, samples, transportation, and other operational requirements.
- Coordinate with vendors and suppliers to obtain quotations, confirm orders, and arrange the timely delivery of goods and services.
- Verify purchase orders, invoices, delivery challans, and other supporting documents for accuracy.
- Prepare, verify, and maintain shipping documentation, including invoices, delivery challans, e-way bills, and other applicable documents.
- Ensure all commercial documents are complete, accurate, and approved by authorized personnel wherever required.




- Maintain proper records of proforma invoices, purchase orders, vendor invoices, and related documentation.
- Coordinate with the relevant departments to resolve discrepancies in purchase orders, invoices, and delivery documents.

D. Vendor and Transportation Payment Coordination

- Coordinate with the Accounts and Finance Department for timely processing of transportation, freight, courier, and other vendor payments.
- Verify vendor bills and invoices against approved purchase orders, agreed rates, and supporting documents before forwarding them for payment processing.
- Track pending vendor payments and follow up with the Accounts Department and vendors to resolve payment-related issues.
- Maintain records of vendor invoices, transportation bills, payment status, and outstanding amounts.
- Coordinate with vendors and transporters to resolve discrepancies in billing, freight charges, and payment records.
- Ensure timely submission of bills and supporting documents to the Accounts Department for further processing and approval.

E. Inventory and Process Management

- Use inventory management software, ERP systems, or warehouse management systems to track stock and improve operational efficiency.
- Monitor stock levels and coordinate replenishment requirements to avoid shortages or excess inventory.
- Identify operational gaps and recommend improvements to enhance productivity and cost efficiency.
- Coordinate with other departments to ensure smooth workflow and alignment with business requirements.
- Prepare and maintain operational reports relating to inventory, dispatches, deliveries, and pending activities.

F. Sample Management

- Manage the receipt, storage, maintenance, tracking, and dispatch of product samples.
- Maintain proper records of samples issued, returned, and dispatched to customers, dealers, distributors, and internal teams.
- Coordinate with the Sales and Marketing teams to ensure timely availability and delivery of samples.
- Ensure samples are properly labelled, packed, and dispatched as per requirements.
- Monitor sample movement and follow up on pending sample deliveries or returns.

G. Courier Management

- Coordinate with courier companies and courier personnel for the timely collection and delivery of documents, samples, and other materials.
- Track courier consignments and follow up on delayed, lost, or undelivered shipments.
- Maintain courier records, shipment details, tracking information, and proof of delivery.
- Verify courier bills and coordinate with the Accounts Department for payment processing.
- Resolve courier-related issues in coordination with service providers and internal teams.

H.



Site Visits and Operational Support

- Visit company sites, warehouses, customer locations, or other designated locations as and when required.
- Support operational activities, material coordination, stock verification, and delivery-related requirements during site visits.
- Coordinate with relevant teams to resolve operational issues and ensure timely completion of assigned tasks.
- Provide on-site support for material movement, sample handling, and other operational requirements.

Educational Qualifications

- Bachelor's degree in Supply Chain Management, Logistics, Business Administration, Commerce, or a related field.
- Candidates with relevant practical experience in warehouse operations, logistics, purchase coordination, and commercial documentation may also be considered.

Experience

- 25 years of experience in warehouse management, logistics, inventory control, or operations.
- Experience in preparing proforma invoices, processing purchase orders, coordinating transportation, and handling vendor bills will be an added advantage.
- Experience in coordinating with the Accounts Department for vendor and transportation payments is preferred.

Required Skills

- Solid organizational, analytical, and problem-solving skills.
- Good knowledge of inventory management and stock control procedures.
- Proficiency in MS Excel and inventory management software, ERP, or WMS systems.
- Knowledge of proforma invoices, purchase orders, transportation bills, and vendor invoice documentation.
- Effective communication and coordination skills.
- Good documentation, record-keeping, and reporting abilities.
- Strong time management and task prioritization skills.
- Ability to coordinate with multiple departments, vendors, transporters, and courier companies.

Key Competencies

- Attention to detail and accuracy.
- Ability to work under pressure and meet tight deadlines.
- Strong interpersonal, coordination, and decision-making skills.
- Proactive approach to problem-solving and process improvement.
- Accountability for assigned tasks and operational deliverables.
- Cost-conscious approach to transportation and logistics management.
- Flexibility to travel for site visits as and when required.

Reporting and Coordination

- Coordinate with the Sales, Accounts, Finance, Administration, and other relevant departments.
- Liaise with vendors, suppliers, transporters, courier companies, dealers, and distributors to ensure smooth operational execution.
- Submit regular updates and reports to the reporting manager regarding inventory, dispatches, deliveries, purchase orders, vendor bills, and pending payments.

Overall Responsibility The Operations Executive will be responsible for ensuring smooth and efficient warehouse and logistics operations, maintaining accurate commercial and inventory records, coordinating transportation and vendor payments, and supporting the timely movement of goods and samples in accordance with company procedures and business requirements.

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