Head of Sales Order Processing

Job Overview:

Responsible for managing the end-to-end order lifecycle, from sales order booking to final dispatch. The role will coordinate with Sales, Commercial, Finance, Warehouse, and Logistics teams to ensure timely and accurate order execution, resolve bottlenecks, and drive a seamless customer experience with a focus on same-day delivery wherever possible.

Education Required:

• Graduate/MBA or equivalent qualification; preferably in Operations, Supply Chain, Commerce, Business Administration, or related field.

No. of Vacancies: 01

Employment Type: Full-time

Location: Ahmedabad

Experience: 8+ years

Key Responsibilities

1. End-to-End Order Execution

• Own the order execution process from Sales Order creation to final dispatch.
• Monitor stock validation, credit/overdue checks, warehouse processing, invoicing, PGI, and dispatch.
• Ensure smooth movement between process stages and minimize delays.
• Track pending/delayed orders and take corrective action proactively.

2. Cross-Functional Coordination

• Act as the key coordination point between Sales/Order Booking, Commercial, Finance, Warehouse, and Logistics teams.
• Ensure alignment on priorities, timelines, dependencies, and customer commitments.
• Resolve operational issues and drive them to closure.

3. Order Validation & Back Order Coordination

• Ensure validation of model/SKU, pricing, and available stock.
• Monitor and resolve pricing, model, stock, and system discrepancies.
• Ensure ready orders are released without unnecessary delays.

4. Finance & Credit Clearance

• Monitor orders pending Finance clearance.
• Coordinate on overdue payments, credit limits, and financial holds.
• Track ageing and ensure cleared orders move to the next stage promptly.

5. Warehouse Coordination

• Coordinate timely picking, packing, and outward scanning as per the approved packing slip.
• Ensure correct models, quantities, and boxes are picked.
• Resolve discrepancies and minimize warehouse processing delays.

6. Invoicing & PGI Monitoring

• Ensure timely invoicing and PGI (Post Goods Issue).
• Coordinate with relevant teams to resolve invoices or PGI-related issues.
• Ensure smooth movement from scanning to invoicing, PGI, and dispatch.

7. Logistics & Dispatch Management

• Coordinate timely dispatch through courier, transport, customer pickup, or other approved modes.
• Ensure dispatches meet customer commitments and priorities.
• Track pending dispatches and resolve transporter, documentation, pickup, and other operational issues.

Key Performance Objectives

• Achieve same-day processing and dispatch for eligible orders.
• Minimize Order-to-Dispatch cycle time and order ageing.
• Ensure high order accuracy and timely resolution of exceptions.
• Reduce interdepartmental delays and improve coordination.
• Ensure customer commitments are consistently met.
• Provide proactive order visibility and drive continuous process improvement.

Exception & Escalation Management

For every blocked or delayed order:

1. Identify the reason for the delay.

2. Identify the responsible stakeholder/team.

3. Assess customer impact.

4. Coordinate for resolution.

5. Escalate when required.

6. Track the issue until closure.

7. Ensure the order moves to the next stage.

8. Identify recurring issues and recommend corrective actions.

Process Improvement

• Identify bottlenecks and process delays.
• Analyze root causes and implement improvements.
• Develop dashboards, trackers, alerts, SOPs, and escalation mechanisms.
• Improve speed, accuracy, visibility, and customer experience.

Required Skills & Competencies

• Strong cross-functional coordination and stakeholder management.
• Excellent follow-up, execution, and problem-solving skills.
• Strong ownership, accountability, and communication.
• Customer-centric approach with a strong sense of urgency.
• Strong analytical and MIS/reporting skills.
• Good understanding of ERP-based order processing and supply-chain/dispatch operations.

Ideal Candidate Profile

• 815 years of relevant experience in Order Management, Sales Order Processing, Commercial Operations, Supply Chain, or similar functions.
• Experience in Order-to-Dispatch / Order-to-Cash processes preferred.
• ERP experience with SAP, Oracle, Microsoft Dynamics, or similar platforms.
• Proven ability to manage cross-functional teams and improve turnaround time.

Key Success Factor

The successful candidate should own the order until it reaches the customer. The role requires continuous monitoring, proactive issue resolution, effective stakeholder coordination, and ensuring every eligible order moves from booking to dispatch seamlessly, accurately, and within the committed timeline.