Major Responsibilities (Key Tasks)1. Spare Parts Order Management
- Manage the complete lifecycle of spare parts orders, from receipt to final delivery.
- Plan, coordinate, and monitor order execution to ensure customer requirements are met within agreed timelines.
- Maintain regular follow-up with customers and internal teams to provide timely updates on order status.
2. Customer Purchase Order Review & Compliance
- Review customer purchase orders to ensure alignment with technical specifications, commercial terms, and contractual requirements.
- Coordinate with the Legal, Finance, and Commercial teams to address contractual risks and ensure compliance before order acceptance.
- Ensure accurate order entry and documentation in accordance with company procedures.
3. Customer Relationship & Internal Coordination
- Serve as the primary point of contact for customers regarding spare parts orders and related queries.
- Organize and facilitate meetings with customers and internal stakeholders to resolve issues, clarify requirements, and expedite order execution.
- Build and maintain strong customer relationships to support business growth and customer satisfaction.
4. Cross-Functional Order Execution
- Collaborate closely with Engineering, Quality Assurance, Manufacturing, Procurement, Logistics, and Finance teams to ensure seamless order fulfilment.
- Drive timely resolution of technical, quality, and supply-chain-related issues that may impact delivery schedules.
- Ensure effective coordination across departments to meet customer commitments.
5. Engineering Documentation & Approval Management
- Coordinate the submission and approval of drawings, datasheets, technical documents, and other project-related deliverables.
- Follow up with customers and internal departments to secure approvals within defined timelines.
- Maintain proper records of all approved documents and revisions.
6. Order Progress Monitoring & Delivery Management
- Track order progress against key milestones and proactively identify potential delays or risks.
- Monitor manufacturing, procurement, inspection, and dispatch activities to ensure on-time delivery.
- Ensure compliance with purchase order terms, delivery schedules, and customer expectations.
7. Documentation, Dispatch & Portal Management
- Prepare and submit all required technical, commercial, and dispatch documentation to customers.
- Coordinate post-dispatch activities, including uploading documents on customer portals and the GeM portal.
- Ensure completeness and accuracy of records for audit and compliance purposes.
8. Commercial Closure, Collections & MIS Reporting
- Coordinate with customers and internal finance teams for timely invoicing, payment collection, and closure of outstanding receivables.
- Manage bank guarantees, performance guarantees, and other contractual obligations as applicable.
- Prepare and present weekly and monthly MIS reports highlighting order status, delivery performance, collections, and key business metrics to management.
9. Business Process Improvement
- Identify opportunities to improve order management processes, customer service levels, and operational efficiency.
- Support implementation of best practices, system enhancements, and continuous improvement initiatives within the Spares Business function.
