Commercial Operations Executive

Role: Commercial Operations Executive

Role Overview

The Commercial Operations Executive will support the Commercial team in managing day-to-day procurement operations, ensuring timely processing of Purchase Requisitions (PRs), Purchase Orders (POs), approval follow-ups, vendor master management, and maintenance of operational trackers. The role requires strong coordination with internal stakeholders and adherence to established procurement processes and timelines.

Key Responsibilities

Purchase Requisition (PR) Review

• Review incoming PRs for completeness, accuracy, and compliance with defined procurement processes.
• Identify missing information or discrepancies and coordinate with respective users for resolution.

Purchase Order (PO) Creation

• Create POs based on approved PRs and agreed commercial terms.
• Ensure accuracy of item descriptions, quantities, rates, vendor details, and other relevant information before PO creation.

Approval Follow-ups

• Coordinate with relevant approvers to ensure timely approval of POs.
• Proactively follow up on pending approvals to minimize processing delays and meet defined turnaround times.

PO Sharing and Stakeholder Coordination

• Share approved POs with respective users and stakeholders.
• Respond to queries related to PR and PO status and ensure timely communication with all concerned teams.

Tracker and MIS Management

• Maintain daily trackers for PRs, POs, pending approvals, ageing, and other procurement activities.
• Prepare regular status updates and reports to support operational reviews and decision-making.

Vendor Master Management

• Coordinate vendor onboarding and vendor master creation or updates as per established processes.
• Ensure vendor documentation and information are complete, accurate, and maintained in accordance with company policies.

Process Compliance and Improvement

• Follow established procurement policies, approval workflows, and documentation requirements.
• Identify process bottlenecks and support initiatives to improve turnaround time and operational efficiency.

Skills and Qualifications

• Excel Skills: Basic to intermediate knowledge of MS Excel, including VLOOKUP, Pivot Tables, filters, and data management.
• Stakeholder Management: Good communication and coordination skills to work with internal teams, approvers, and vendors.
• Process Management: Ability to follow defined workflows, manage multiple requests, and ensure timely completion of activities.
• Attention to Detail: Accuracy in reviewing PRs, creating POs, and maintaining trackers.
• Time Management: Ability to prioritize tasks, follow up proactively, and meet defined timelines.
• Communication Skills: Good written and verbal communication skills.

Preferred Candidate Profile

• Graduate in any discipline, preferably in Commerce, Business Administration, Supply Chain, or a related field.
• Prior experience in procurement operations, commercial support, purchase order processing, or MIS management will be an advantage.
• Familiarity with ERP or procurement systems such as SAP or similar platforms will be preferred.

Key Performance Indicators (KPIs)

• Timely and accurate PR review and PO creation.
• PO processing turnaround time.
• Timely closure of pending approvals.
• Accuracy and timely maintenance of daily trackers and MIS reports.
• Accuracy of vendor master data and completeness of documentation.
• Compliance with procurement processes and approval workflows.