Operations and Quality Executive

Role & responsibilities

Quality Assurance & Documentation

• Support and monitor quality assurance activities for customer orders.
• Ensure required quality checks are completed before dispatch.
• Prepare and maintain PDI (Pre-Dispatch Inspection) reports and other customer-specific quality documents.
• Maintain quality records, inspection reports, samples, approvals and other relevant documentation.
• Coordinate with the production and quality teams to resolve quality-related issues.
• Ensure customer-specific quality requirements are communicated and followed.

Billing & Commercial Documentation

• Prepare invoices/bills, delivery-related documents and other commercial documentation.
• Coordinate with accounts for billing, dispatch documentation and customer requirements.
• Verify order quantities, rates, part numbers and other relevant details before billing.
• Maintain proper records of invoices, dispatches and customer documentation.

MIS, Excel & Reporting

• Prepare and maintain Excel-based MIS, trackers and dashboards for:

• Production

• Dispatches

• Customer orders

• Pending orders

• Schedule adherence

• Quality

• PDI

• Billing

• Stock / inventory

• Prepare PowerPoint presentations and management reports as required.

• Analyse data and highlight delays, discrepancies, pending activities and areas requiring attention.

• Maintain systematic records and ensure timely updating of all trackers.

Customer Coordination

• Coordinate directly with customer Purchase, Supply Chain, Operations and Quality teams.
• Follow up on customer orders, schedules, delivery requirements and dispatch plans.
• Share regular updates with customers regarding production status, readiness and dispatch schedules.
• Coordinate changes in schedules, quantities and delivery requirements with the internal team.
• Maintain professional and timely communication with customers and ensure commitments are followed through.
• Escalate critical issues or delays to management with proper information and possible solutions.

Production & Schedule Management

• Prepare and maintain production and dispatch schedules based on customer requirements.
• Track production against planned schedules and identify delays or pending orders.
• Coordinate with the production team to ensure orders are completed as per committed timelines.
• Maintain daily/weekly/monthly production and dispatch tracking reports.
• Monitor pending orders, stock status, production status and upcoming requirements.
• Prepare management MIS and reports to provide visibility on operational performance.

Additional Responsibilities

As the company is expanding and adding new customers, the candidate will gradually be entrusted with additional responsibilities related to operations, customer management, reporting, quality, planning and business coordination.

The ideal candidate should therefore be someone who is willing to take ownership beyond a narrowly defined job role and grow with the organisation.

Preferred candidate profile

• Strong working knowledge of MS Excel Pivot Tables, VLOOKUP/XLOOKUP, SUMIFS, IF functions, filters, sorting, data management and basic reporting.
• Good knowledge of MS PowerPoint for preparing management/customer presentations.
• Strong coordination and follow-up skills.
• Good written and verbal communication skills.
• Ability to communicate confidently with customer Purchase / Supply Chain teams.
• Good understanding of production planning, quality processes and dispatch operations.
• Ability to prepare and maintain accurate documentation and reports.
• Strong attention to detail and ability to identify discrepancies.
• Ability to manage multiple customers, orders and deadlines simultaneously.
• Good problem-solving ability and a strong sense of ownership.
• Should be comfortable working in a manufacturing/plant environment.

Preferred Background

Candidates with experience in corrugated packaging,