Order & Operations Coordinator To Managing Director (EA To MD)

Role Purpose

The primary purpose of this role is to act as a highly dependable, energetic, and technically sound right-hand coordinator to the Managing Director. The incumbent will take full ownership of monitoring order execution timelines, tracking real-time production progress directly from the shop floor, removing cross-departmental bottlenecks, and ensuring customer orders are completed strictly on time. This role serves as a crucial data-driven and operational bridge between the MD, the ground production floor, and the CRM/CRE team.

Work Pattern Breakdown

·        50% Shop Floor Coordination: Active physical presence on the production floor, direct micro-progress mapping of manufacturing stages, technical tracking, and physical validation of commitments.

·        50% Strategic MD Support: Management of tracking sheets, compiling core priority data matrices, advanced Excel reporting, and formal executive communication management.

Key Responsibilities

1. Order Tracking & Lifecycle Management

·        Proactively track and monitor the step-by-step progress of all live and running production orders.

·        Map complete order journeys starting from raw material receipt through engineering/fabrication stages up to final dispatch.

·        Identify micro and macro delays instantly, outline quick mitigation steps, and escalate critical lags to the MD immediately.

2. Ground-Level Shop Floor Coordination

·        Conduct extensive daily floor visits across all key production blocks: Fabrication, Machine Shop, Assembly, Stores, and Dispatch sections.

·        Gather raw, objective, real-time status updates on priority and high-value operations directly from supervisor levels.

·        Physically cross-verify and audit floor progress against committed customer delivery timelines.

3. Direct Executive Support to MD

·        Conduct structured daily briefings with the Managing Director regarding live order sheets and dispatch projections.

·        Develop, clean, and continuously maintain the MD's central 'Priority Order Tracker'.

·        Follow up persistently on pending action items across various divisions on behalf of the MD's office to ensure swift closure.

4. Inter-Departmental Synchronization

·        Formally coordinate across Production, Purchase, Stores, Quality Assurance, Dispatch, and Maintenance teams.

·        Break departmental silos to ensure seamless, unhindered information flow regarding raw materials and components.

·        Hold functional heads accountable for timelines and specific task commitments made to the MD office.

5. CRM & Client Experience Alignment

·        Feed validated, precise ground-level order statuses to the CRM/CRE teams to keep customer communications perfectly aligned.

·        Transmit verified delivery timeline revisions and commitments approved by the MD directly to front-facing teams.

·        Eliminate information discrepancies between market-facing teams and exact manufacturing statuses.

6. Advanced Tracking & Reporting Discipline

·        Own, update, and completely maintain precise daily order tracking systems via advanced Excel and Google Sheets dashboards.

·        Formulate explicit daily and weekly execution summary reports for the MD's strategic review.

Key Performance Indicators (KPIs)

·        On-Time Status Reporting: Zero lag in compiling daily tracking matrices for the MD's review morning review.

·        Follow-up Closure Rate: Percentage of executive action items closed successfully within the targeted time frame.

·        Reduction in Order Lags: Measured reduction in manufacturing delays via proactive tracking and early escalation.

·        Data Integrity & Accuracy: 100% accurate status communication transmitted to the CRM/CRE ecosystem.

·        Daily Reporting Discipline: Consistency in maintaining zero-error master dashboard sheets.

Desired Candidate Profile

·        Education: B.Tech / B.E. in Mechanical Engineering or Production/Operations Management. And MBA in Operations or Supply Chain Management will be highly preferred.

·        Technical Experience: Must possess 5 to 6 years of core technical experience within manufacturing plant operations, production scheduling, or industrial project planning.

·        Core Competencies: Exceptional interpersonal follow-up skills, high structural clarity, and sharp business communication to confidently drive floor timelines.

·        Software Proficiency: Advanced command over Microsoft Excel and Google Sheets (pivots, vlookups, formulas, condition mapping) is absolutely mandatory.

·        Floor Comfort: Highly energetic individual who is completely comfortable working on a heavy manufacturing shop floor alongside technical machinery and labor dynamics.

Preferred Previous Designations

Production Coordinator / Planning Engineer / Production & Operations Executive / Manufacturing Coordinator / Industrial Supervisor / Operations Assistant to MD