Operations & Data Management Executive

We are seeking a detail-oriented and proactive professional to join our team, responsible for managing customer communications, order processing, data accuracy, delivery coordination, and operational reporting. This role requires excellent organizational skills, strong communication abilities, and the capacity to work efficiently under tight deadlines. The successful candidate will play a key role in ensuring smooth interactions between customers, sales representatives, drivers, and internal teams, contributing to improved customer satisfaction and operational efficiency.

Key Responsibilities

Customer Communication & Support: Maintain consistent communication with field sales representatives, promptly addressing their requests and operational needs. Manage customer inquiries received via WhatsApp, phone, email, and other channels, ensuring timely and professional responses. Follow up on customer orders, requests, and issues without delay, fostering positive relationships to support customer retention. Provide customers with product price lists, catalogues, and relevant documents upon request.

Order Management & Processing: Accurately record all customer orders in the designated system, regardless of the channel. Monitor order records against tracking spreadsheets to prevent missed orders. Follow up with customers and internal teams to confirm outstanding orders and resolve discrepancies. Ensure daily order entries are complete and up to date. Encourage customers to use the online ordering portal to enhance efficiency. Finalize all bakery orders by 1:30 PM daily and update the bakery order spreadsheet by 1:45 PM. Notify the Operations Supervisor once updates are completed and communicate any subsequent changes immediately.

Customer Data & System Management: Enter new customer inquiries into the system with complete and accurate details. Forward new customer records to the Accounts team for the addition of accounting information. Maintain accurate and organized customer records, including order histories and contact details. Regularly review spreadsheets and system entries to identify and correct missing information or inconsistencies. Support the effective use of company systems and digital tools to enhance data accuracy and operational efficiency.

Delivery & Route Coordination: Add new customers to appropriate delivery routes based on location and existing schedules. Coordinate with drivers regarding new delivery points, requirements, and time windows. Prepare and maintain product sheets for drivers before their delivery rounds. Ensure delivery information is accurate and clearly communicated. Assist in efficient route planning and manage any necessary changes to delivery arrangements, communicating these to relevant personnel.

Reporting & Operational Communication: Keep the Operations Supervisor informed about order processing status, spreadsheet updates, stock discrepancies, and operational issues. Immediately report any changes made to the bakery order spreadsheet after the initial update. Highlight missing orders, customer complaints, delivery problems, and data discrepancies as they arise. Maintain clear communication among customers, sales representatives, drivers, Accounts, and Operations teams. Suggest practical improvements for order tracking, data management, customer communication, and delivery coordination.

Required Qualifications

- Strong organizational and time-management skills
- Excellent attention to detail and commitment to data accuracy
- Effective written and verbal communication skills, with excellent English proficiency
- Proficiency in Microsoft Excel or Google Sheets
- Comfortable using email, WhatsApp, online systems, and web-based platforms
- Ability to manage multiple tasks and meet strict daily deadlines
- Strong problem-solving skills
- Proactive approach toward customer acquisition, retention, and business growth
- Ability to coordinate effectively across different teams
- Reliability, accountability, and the ability to work independently

Compensation and Work Location

The position offers a monthly salary ranging from Rs60,000 to Rs65,000. This is an in-person role requiring attendance at the designated work location.

This role is ideal for candidates who thrive in dynamic environments and are committed to delivering exceptional customer service while supporting operational excellence.