Operations Officer

Job Purpose:

To ensure safe and efficient operations of the depot, including timely replenishment of stocks, unloading of rakes, quality assurance during storage, and accurate dispatch planning. The role supports customer satisfaction and organizational profitability through error-free billing, compliance, and coordination with internal and external stakeholders.

Role & responsibilities

QUALITY MANAGEMENT SYSTEM

1. Planning

• Coordinate with operations officers to ensure full demand fulfilment from the Sales Team.
• Plan tank wagon unloading and receipt tank line-ups.
• Optimize utilization of resources and facilities including manpower, equipment, and fleet.
• Plan receipt and dispatch from tanks and sequence pump operations in coordination with Shift In charge.
• Ensure strict adherence to SOPs and work instructions during shifts.

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2. Demand Fulfilment

• Coordinate with stakeholders to meet full demand from Sales Team and OMCs.
• Initiate amendment requests in NIIMS to meet demand economically.
• Execute indents timely as per linkage plans.
• Ensure availability of quality fleet aligned with sales projections.
• Verify invoice correctness before dispatch (quantity, product, price, tax).
• Ensure TT loading follows laid-down procedures and checks.

3. Reconciliation

• Conduct daily dispatch reconciliation with OMCs.
• Monitor dispatches against MDP; stop dispatch if MDP quantity is exhausted and escalate to Operations Manager.
• Sign Product JC with OMCs at agreed frequency.
• Ensure error-free invoicing and quality checks as per IQCM.

4. Quality and Quantity Assurance

• Ensure product receipt meets IQCM, Product Acceptance Manual, and supplier specifications.
• Stop unloading/loading if quality deviations are observed.
• Reject TTs failing pre-load checks.
• Ensure proper hose connections and line-ups as per wagon product details.
• Conduct random dips to monitor bay performance.
• Verify density in invoice matches loading density.
• Retain samples and address Q&Q issues promptly.

5. Meter Monitoring & Ethanol Handling

• Monitor gantry meter performance; stop bay operations if abnormal variations are detected.
• Ensure proactive verification and maintenance of meters.
• Handle ethanol receipt, sampling, testing, unloading, and blending with MS.
• Reject ethanol not meeting mandatory QC requirements and escalate.

6. Management

• Implement systems, policies, and procedures during shifts to achieve operational targets.
• Take necessary deviations in coordination with Shift In charge for exceptional cases.
• Monitor meter performance and ensure product quality.
• Review lab analysis and take corrective actions as needed.
• Follow up on shift-wise implementation of systems and policies.

CUSTOMER SATISFACTION

7. Handling Customers

Ensure customer confidence and satisfaction.

Stop activities/loading not meeting customer expectations or agreed terms.

Address customer concerns promptly and take corrective actions.

Collect and act on regular customer feedback.

HSSE

8. HSSE Systems, Policies & Procedures

• Ensure adherence to safety and environmental procedures.
• Stop any activity violating SOPs or safety norms.
• Conduct regular training for TT crew and contract manpower.
• Participate in monthly safety timeouts, toolbox talks, mock drills, and incident reporting.
• Maintain logs and formats as per procedures.
• Ensure healthiness of fire water network, pump trials, and emergency readiness.
• Ensure VRU unit functionality and use of primary containment systems.
• Maintain drip-free operations across tank farm, gantry, rail siding, and pump house.
• Handle onsite emergencies in coordination with control room, tank farm, and installation teams.
• Maintain housekeeping across all operational areas.

COORDINATION

9. Internal & External Coordination

• Coordinate with transporters for fleet requirements.
• Liaise with OMCs for timely indent execution.
• Work with IT for SAP/NIIMS issue resolution.
• Coordinate with Sales and Logistics teams for fleet and indent planning.
• Engage with Indian Railways and statutory bodies for rake placement and compliance.

MAINTENANCE OF RECORD & WORK PERMIT

10. Documentation & Compliance

• Maintain records of tank wagon receipts and correspondence with Railways.
• Keep logbooks and documents aligned with IMS formats.
• Ensure implementation of work permit system for all maintenance and operational activities.

TRAINING & DEVELOPMENT

11. Team Management

• Assign work activities and identify training needs.
• Ensure role clarity and provide on-the-job training.
• Evaluate competencies and coordinate training programs.
• Train SST contract staff and promote continuous skill development.