Operational Specialist

Job Description – Associate Manager / Executive – E-commerce Operations

Experience: 3–5 Years

Industry: E-commerce

Department: E-commerce / B2B Operations

Employment Type: Full-Time

Job Summary

We are looking for an experienced E-commerce Operations professional with 3–5 years of relevant experience to manage day-to-day B2B and marketplace operations. The ideal candidate should have strong hands-on experience in e-commerce operations, vendor management, order processing, inventory, reconciliation and MIS reporting. The candidate must be very good with MS Excel/Google Sheets, possess strong problem-solving abilities and have excellent communication and coordination skills. The person should be highly responsible, hardworking, detail-oriented and capable of taking ownership of tasks from start to closure.

Key Responsibilities

1. E-commerce & B2B Operations

• Manage end-to-end e-commerce/B2B operational activities.
• Handle PO management, order processing, dispatch coordination, delivery tracking and order closure.
• Monitor pending orders, ageing, fulfilment timelines and operational exceptions.
• Coordinate with marketplace/vendor teams, warehouse, inventory, finance and business teams.
• Ensure timely resolution of operational issues.

2. Vendor & Marketplace Management

• Manage day-to-day coordination with e-commerce vendors and marketplace partners.
• Handle vendor-related operational issues, order discrepancies, dispatch, POD, returns and billing queries.
• Follow up with external stakeholders and ensure timely closure of pending issues.
• Maintain proper records of vendor issues, ageing and action points.
• Experience with platforms such as Amazon, Flipkart or other major e-commerce marketplaces will be preferred.

3. Inventory Management

• Monitor SKU-level inventory across e-commerce channels.
• Identify OOS, low-stock and excess inventory situations.
• Coordinate with inventory and business teams for replenishment and dispatch planning.
• Maintain accurate inventory trackers and highlight critical exceptions.
• Analyze inventory data and provide actionable insights.

4. Reconciliation & Dispute Management

• Reconcile orders, dispatches, deliveries, returns and inventory.
• Identify quantity/box discrepancies and investigate the root cause.
• Coordinate with warehouse and vendor teams to resolve discrepancies.
• Maintain supporting documents such as PODs, invoices and shipment details.
• Track disputes until final closure.

5. MIS & Advanced Excel Reporting

• Prepare daily, weekly and monthly MIS reports.
• Build and maintain operational trackers and dashboards.
• Use Advanced Excel for data analysis and reporting.
• Strong hands-on knowledge of:
• Pivot Tables
• XLOOKUP / VLOOKUP
• SUMIFS / COUNTIFS
• IF / nested IF formulas
• Conditional Formatting
• Data Validation
• Sorting & Filtering
• Data cleaning and analysis
• Analyze large data sets and identify trends, gaps and exceptions.
• Improve reporting accuracy and reduce manual work.

6. Returns & Reverse Logistics

• Monitor and track e-commerce returns.
• Coordinate with warehouse and vendor teams for return inwarding and reconciliation.
• Identify discrepancies between dispatched, delivered and returned quantities.
• Track pending and ageing returns.
• Coordinate with Finance/Vendors for Credit Note-related activities.

7. Process Improvement

• Identify operational gaps and recurring issues.
• Analyze root causes and suggest practical solutions.
• Improve existing processes, trackers and reporting systems.
• Identify repetitive manual activities and recommend automation.
• Take ownership of process improvement initiatives.

Required Skills & Competencies

Must Have

• 3–5 years of relevant experience in E-commerce Operations.
• E-commerce industry experience is mandatory.
• Strong hands-on experience in B2B / marketplace operations.
• Excellent MS Excel / Google Sheets skills.
• Strong analytical and problem-solving skills.
• Excellent verbal and written communication skills.
• Strong vendor and stakeholder coordination skills.
• Excellent follow-up and execution ability.
• Strong attention to detail and accuracy.
• Ability to manage multiple tasks and deadlines.
• Ability to work independently and take ownership.
• Strong organizational and time-management skills.
• Comfortable working with large volumes of data.
• Ability to work under pressure and deliver within timelines.

Preferred Experience

• Experience working with Amazon / Flipkart / other e-commerce marketplaces.
• Experience in B2B e-commerce operations.
• Experience with vendor management.
• Experience in inventory, order management and returns.
• Experience in reconciliation and dispute resolution.
• Experience with ERP/order management systems.
• Knowledge of Google Sheets automation / Google Apps Script will be an added advantage.

Ideal Candidate Profile

We are looking for someone who is:

• Hardworking | Proactive | Analytical | Detail-Oriented | Solution-Oriented | Good Communicator | Strong in Excel | Accountable | Team Player
• The candidate should not only identify problems but should be able to understand the root cause, coordinate with the right stakeholders and drive the issue to closure.

Key Performance Indicators

• Order fulfilment and dispatch TAT
• Reduction in pending/aged orders
• Vendor issue resolution TAT
• Inventory accuracy and OOS reduction
• Reconciliation accuracy
• Dispute resolution and closure
• Return processing TAT
• MIS accuracy and timely reporting
• Reduction in operational errors
• Process improvement and automation

Education

Graduate in any discipline. Candidates with relevant experience in E-commerce, Operations, Supply Chain, Business Administration or Commerce will be preferred.