Operation Executive

Key Responsibilities

Order Management & Execution

• Take complete ownership of orders after client confirmation.
• Create and manage order execution timelines.
• Coordinate with Sales, Design, Procurement, Production, and Logistics teams.
• Ensure smooth execution from order confirmation to final delivery.
• Track order progress and provide regular updates to stakeholders.
• Ensure all client requirements are clearly communicated and executed.

Vendor & Procurement Coordination

• Coordinate with suppliers, manufacturers, printers, and service vendors.
• Source products and obtain quotations when required.
• Compare vendor pricing, quality, and delivery commitments.
• Maintain strong relationships with vendors and partners.
• Develop and maintain vendor databases and records.
• Ensure timely procurement of products and materials.

Production & Branding Coordination

• Coordinate with printing and branding vendors.
• Ensure artwork, branding specifications, and print files are correctly executed.
• Monitor production schedules and timelines.
• Resolve production issues and execution delays.
• Ensure production quality standards are maintained.

Quality Control

• Conduct quality checks before dispatch.
• Verify product specifications, branding quality, quantities, and packaging.
• Ensure all products meet client expectations and company standards.
• Minimize errors, rework, and delivery complaints.

Logistics & Delivery Management

• Coordinate dispatches through courier and transport partners.
• Track shipments and ensure timely delivery.
• Resolve delivery delays and logistics issues.
• Maintain dispatch records and proof of delivery documentation.
• Ensure successful order closure after delivery.

Inventory & Sample Management

• Maintain inventory records and stock movement.
• Monitor availability of products, samples, and operational materials.
• Conduct periodic stock verification.
• Manage company sample inventory and display products.
• Ensure display areas and product showcase sections remain updated and organized.

Operations & Facility Coordination

• Maintain operational discipline across the execution process.
• Ensure smooth coordination between departments.
• Monitor maintenance of operational equipment and work areas.
• Support continuous improvement of operational systems and processes.

Reporting & Documentation

• Maintain order tracking sheets and operational records.
• Update CRM and order management systems.
• Prepare daily, weekly, and monthly operations reports.
• Maintain vendor, courier, procurement, and execution documentation.
• Ensure all operational records are accurate and up to date.

Required Skills

Strong coordination and execution abilities.

• Vendor management and negotiation skills.
• Good understanding of procurement and order management.
• Proficiency in Excel and Google Sheets.
• Strong communication and follow-up skills.
• Ability to manage multiple projects simultaneously.
• Problem-solving and decision-making abilities.

Ideal Candidate

• Highly organized and execution-oriented.
• Responsible and ownership-driven.
• Detail-oriented with strong follow-up skills.
• Comfortable working in a fast-paced environment.
• Able to handle pressure and delivery deadlines.
• Strong team coordination and communication abilities.

Key Performance Indicators (KPIs)

• On-Time Delivery Rate
• Order Execution Accuracy
• Vendor Coordination Efficiency
• Production Error Rate
• Quality Compliance Rate
• Dispatch Accuracy
• Client Complaint Resolution Time
• Inventory Accuracy
• Order Profitability Protection
• Operational Reporting Accuracy