Senior Order Fulfilment Specialist

Job Description

Key Responsibilities & Accountabilities:

This position shall be responsible to spearhead and drive the complete “order-to-invoice” cycle for the Greater India Sales Team which also included the Greater India markets partners order fulfilment like Sri Lanka, Nepal, Maldives, Bhutan & Bangladesh which shall include (but not limited to):

1. Order booking & order management process to Invoice and manage shipment, coordinate with sales managers & customers for dispatches and deliveries coordination’s. Manage the complete Order-to-Invoice cycle, including order booking, shipment planning, invoicing, dispatch coordination, and customer deliveries.
2. Receiving, verifying, and processing customer orders accurately and efficiently.
3. Maintaining accurate inventory records, ensuring sufficient stock levels, and identifying and addressing inventory issues.
4. Coordinating with factories for customers’ FATs (factory acceptance tests) and likewise closely coordinating with respective sales managers.
5. Tracking orders through the fulfillment process and providing updates to customers. 
6. Addressing any issues or discrepancies that arise during the fulfillment process, such as inventory shortages, shipping delays, or damaged products.
7. Responding to customer inquiries related to orders, providing order status updates, and addressing customer concerns. Monitor orders throughout the fulfilment lifecycle, proactively communicate status updates, manage exceptions, and resolve customer concerns related to deliveries, shortages, damages, or shipment delays.
8. Keeping sales managers updated on MADs, shipment status etc.
9. Identifying areas for improvement in the order fulfillment process and implementing solutions to enhance efficiency.
10. Coordinating with the factories and factory planners for Material Availability Dates (MAD), plan the shipment and dispatches aligned with the revenue recognition forecast schedule as per the incoterms of the consignment.
11. Lead complete Order to invoice cycle, OTC (order to cash) cycle, book orders in SAP, PO placement to factories, inventory management, liaise with supply side (OE-Original Equipment side), Spares & Consumables side to support the aftermarket & service sales team.
12. Responsible for revenue planning for the RunRate, Programs & Aftermarket Orders, Responsible for Revenue forecast and revenue recognition as per the agreed forecast on monthly, quarterly and yearly basis. Responsible for accounting and forecasting.
13. Responsible for maintaining various trackers for shipment, deliveries, open orders fulfilment, revenue planning etc. and with clearly defined Business matrix dashboard. Develop and maintain dashboards, trackers, and performance reporting for orders, deliveries, revenue, OTTR, and fulfilment KPIs.
14. Have analytical bent of mind and strong reasoning skills and eye for details.
15. Responsible for Stock count/inventory management/customer outstanding management and work closely alongside the supply chain and logistics team and with sales team.
16. Data integrity. Analyzing order fulfillment data to identify trends, track performance, and make data-driven decisions. 
17. Taxation – GST, commercial acumen to qualify clean orders before order bookings and performing detailed sanity check of Sales Orders/Customer PO’s before booking the orders in the system.
18. Process all type of sales orders in full cycle from order entry to invoicing to dispatch planning to deliveries to invoice submissions including invoice submissions at various platforms like GeM etc.
19. Responsible for post-sales support such as physical return, replacement of equipment’s, spares etc.
20. Liaise with freight forwarders to coordinate shipment and on time delivery to customers and responsible for various metrices like OTTR etc.
21. Strong adherence to shipment and invoice timelines.
22. Manage order fulfilment activities for neighboring markets including Sri Lanka, Nepal, Bangladesh, Bhutan, and Maldives, including Letter of Credit execution and trade compliance requirements. Liaise with the trade compliance officer to ensure all processes are adhered.
23. Must to have strong working level knowledge of ERP, SAP, Power BI with strong logical reasoning and analytical skills with strong proficiency on SAP and MS-Office including Excel.
24. Good presentation skills to present various dashboards and metrices to leadership team during monthly management meetings.
25. Revenue forecasting and revenue planning in close coordination with all sales managers including the aftermarket sales managers and in consultation with the Sales Director.
26. Decent experience on working on GeM Portal and GeM tender submissions, registrations etc.
27. Candidate should have detailed understanding of the intricacies that are involved in revenue forecasting and planning and aligning the dispatches and deliveries.
28. The role shall require coordinating with various internal stakeholders (including global) (working closely with Finance, Commercial, Supply Chain, Service, Operations teams etc.) to accomplish various KPIs of Revenue, OTTR, Deliveries, Cash Collection, Overdues Reduction etc.
29. The position requires close coordination with global demand planning team and factory planners for IBP demand planning and hygiene.
30. Should have strong communication, interpersonal and business orientation skills. Should be able to prioritize activities and achieve various submission timelines.
31. Adaptable to stringent timeline requirements / deadlines and cross-markets time zones and willingness to stretch and work during business demanding critical timelines.
32. Collaborate with cross-functional teams to resolve order-related issues.
33. Identify and implement process improvements and cost-saving measures.
34. Ensure compliance with company policies and industry regulations.
35. Participate in strategic planning for warehouse capacity and resource management.
36. Handle escalated customer inquiries related to order fulfillment and delivery.
37. Conduct cycle counts and physical inventory audits to maintain inventory accuracy.
38. Coordinate and manage special projects and bulk order processing tasks.
39. Maintain accurate records of transactions, shipments, and inventory adjustments.

Qualifications

Experience and Background:

• Strong candidate from Order-to-Invoice (OTI) & Commercial background. Strong understanding of order fulfillment processes and logistics.
• Technically strong and should bring experience in hi-tech sectors. MBA preferred.
• 12+ years of industry experience with excellent organizational and time management skills.
• Keen exposure to effective sales processes as well as systems to monitor, review and report various MIS sales reporting.
• Hands-on on sales analytics, dashboards and reporting analysis with multitasking abilities.
• Proficiency in using inventory management software and related tools.

Skills and Competencies:

• Unquestionable integrity and work ethics.
• Ability to stretch and adapt to business-critical demanding timelines, working hours etc.
• Self-starter and motivated individual with high level of initiative & desire to succeed.
• Must have the ability to create unique & efficient OTI processes and SOPs.
• Ability to handle complex, large value order bookings, invoicing, complicated shipments and deliveries and complex revenue planning etc.
• Excellent communication skills and confidence to interact with senior officials and executives in customer organisations.
• Exposure to have worked in multinational cross-markets and cross-functions environment.
• Systems and processes driven with ability to operate successfully in a complex, matrix organisation.
• Behavioral Attributes: Internal stakeholder management (sales, finance, logistics, SCM, Global factories etc.), customer talk (delivery check), communication, assertive, Takes Ownership & Accountability of KPIs. Flexible with time.
• Attention to detail to ensure accuracy in order processing and inventory management.
• Familiarity with customer service principles.

Additional Information

Join us and we’ll help build your career, with excellent training and opportunities for career growth across the business, both locally and globally. You’ll experience an inclusive environment, with strong leadership and a focus on safety and wellbeing. You’ll also have the flexibility to choose from a wide range of benefits to suit your lifestyle, offering you and your family support from a health and wellbeing, financial and lifestyle perspective.

Join us and work for a world-leader, with the benefits and training to reward your dedication and skills. Be part of a team where we are making the world a safer place.

We believe that different perspectives and backgrounds are what make a company flourish. All qualified applicants will receive equal consideration for employment regardless of color, religion, sex, sexual orientation, gender identity, national origin, economic status, disability, age, or any other legally protected characteristics. We are proud to be an inclusive company with values grounded in equality and ethics, where we celebrate, support, and embrace diversity.

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