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Coordinator-DS Operation

atma.io

atma.io

Gurugram, Haryana, India
Posted on Monday, July 8, 2024

Company Description

Avery Dennison Corporation (NYSE: AVY) is a global materials science company specializing in the design and manufacture of a wide variety of labeling and functional materials. The company’s products, which are used in nearly every major industry, include pressure-sensitive materials for labels and graphic applications; tapes and other bonding solutions for industrial, medical, and retail applications; tags, labels and embellishments for apparel; and radio frequency identification (RFID) solutions serving retail apparel and other markets. Headquartered in Glendale, California, the company employs more than 32,000 employees in more than 50 countries. Reported sales in 2020 were $7.0 billion. Learn more at www.averydennison.com

Job Description

We're looking for an experienced Operations Coordinator to join our high-performing Digital solutions team to manage the daily operations and perform administrative tasks, assisting in coordination with Purchase, Finance, customer service, logistics, and other operational departments for executing the DS day to day operational activities. This role will be part of the shared services team.

Your Responsibilities

Coordination and follow up with different Departments (Purchase, Finance, Customer service, logistics, operational) to execute the following Digital solution business operations processes.

  • Legal Process Responsibility

  • Initiate Infosec process by getting the Supplier contact details & to initiate the Infosec process with the respective team

  • Track and confirm back to the supplier of the Infosec approval / Rejection & accordingly update the approved Vendor list

  • Get the NDA Template from the Customer / Supplier and process it via ONIT

  • Get the Agreement template from the Customer / Supplier and process it via ONIT

  • ONIT Tool support for NDA’s & Agreements processing

  • Maintain all the hardcopy & Softcopy of the agreements & NDA’s in a central repository

  • Support for Stamp papers procurement for the Agreement / NDA execution by the respective department.

  • Page alignment and Print the Agreement / NDA for execution

  • Send the post to the respective customer / Supplier for the agreement / NDA signatures & track it till it delivered back to the HO

  • Get the Legal approval on email and send it to ADD signing authority for the physical signatures.

  • Send to both parties the signed scan copy to the supplier / customer & keep the hard copy in safe custody.

  • Vendor Onboarding process

  • Get the necessary documents from the respective Vendor to initiate the Vendor onboarding process.

  • Validate the documents and send them to the respective department for vendor onboarding.

  • Get the necessary approvals to initiate the vendor onboarding process

  • Once Vendor code is created, communicate back to the Vendor. Maintain the Vendor code and necessary documents.

  • Part code creation

    • Define the part code as per the format and vendor product details

    • Process the part code creation with the respective team using MFG Pro

    • Coordinate to get the PLT info update and approve in MFG Pro by the PM

    • Validate Part Code live in MFG Pro & Price FX

  • Vendor PO Creation

  • Get the Vendor quotation and validate all ok

  • Ensure the Part code is created & if not then initiate the above Part code creation process

  • Ensure the Vendor is onboarded & if if not then initiate the Vendor onboarding process

  • Share the Vendor details to the respective department for the PO creation

  • Get the necessary approvals to generate the Vendor PO.

  • Once PO is raised, send it to the Vendor & track the shipment delivery as per the committed timelines.

  • Products delivery & Material Inward

    • Track the Supplier material dispatch with the Invoice to the AD DC as per the PO

    • Ensure GRN done and packaging change as per the order

  • AD as a Supplier Onboarding -

    • Check if Avery Dennison is registered as a supplier in the customer system

    • If yes then get the Supplier code and verify internally else initiate the registration process

    • Get what all documents and forms to be submitted to the client from the respective department

    • Fill up the Supplier onboarding form by collecting the necessary documents

    • Incase of an online portal, then fill up the form & upload all the documents for further processing.

    • Get the necessary stamps and signatures in the customer documents / onboarding forms

    • Follow the process as per the customer requirement and system till its closure & the Supplier code has been created.

  • Customer Onboarding -

    • Send all the AD onboarding documents requirement list to the customer for them to fill up and share the copy

    • Get the customer credit information and agree on this with the team

    • Once received, send all the documents to the respective departments for further processing.

    • Verify the customer name and all the details in the PriceFX

    • Ensure Customer code has been generated and send it back to the customer and team.

  • Customer PO Processing -

    • Plan operational execution of the customer PO

    • To check if the Customer is already on boarded or do the above customer onboarding process

    • Send the PO copy and necessary documents to the SSO respective team for SO creation

    • Get all the necessary approvals from the respective team for order processing

    • Get the SO created and the SO detail sheets to verify

    • Ensure the Credit limit is addressed for the SO to release.

    • Connect with the team to release the SO

    • Generate the Invoice copy and execute the shipping

    • Track all the Materials in the AD Warehouse - Share the SO number with all the Shipping details

    • Ensure Items shipped with the Invoice and Dispatch note to the customer

    • GRN & Material Movement Tracking

    • Track till the items delivered to the customer

    • Do the needful processing of the Invoice / Delivery note acceptance

    • Track the customer payment as per the payment terms in the PO

  • Contracts management admin responsibilities

    • Printing contracts on stamp paper

    • Getting it signed by signing authority

    • Shipping copy to the other party.

    • Storing physical copies in secure places.

  • Inventory management & stock update of all the AD demo / ordered materials.

    • Maintain inventory of all the Demo items & iLAB items

    • Track all the items movement to the different sites / team / customer / partner

    • Track all the ordered items inventory as per the PO.

    • Database of warranty and support of all the products

  • Manages operational tasks under the direction of DS managers & connects with the respective internal team towards task accomplishment on time.

    • Coordination with the different DS team members - MDM, PM, Field Engineers for all the necessary operation support activities

    • Ensure each activity / task to be tracked till its closure with the defined timeline

    • Maintain tasks register for better reporting and task management.

  • Handles logistic responsibilities - Track all the ordered samples/materials delivery status, connect with Logistic & supplier to ensure correct delivery movements with all the necessary dispatch paper works.

    • Track all the materials movement from the DC to the multiple sites / locations

    • Ensure all the papers work for the movements been taken care of

    • Take necessary approvals for the products movement

    • Connect with the Supplier / Customer logistic team for better coordination & Traceability

  • Support for all Office operations jobs that include Document collection, Editing, printing, Scanning & Communication to different stakeholders.

    • Ensure all the Legal and operations documents to be printed and do the needful processing as per the requirements

  • Publishes periodic reports from the system on all processes for management stakeholders.

    • Maintain all the operations system generated reports and have a complete visibility that covers Inventory, Sales, Expenses and as it arises time to time.

  • Follows all Country / State and local business laws, regulations and company policies.

    • Aware of Country and states finance and logistics policies for better operational support & management

    • Aware of GST and Finance policies to add value and validate the necessary documents

Qualifications

What we expect from you! - Your Expertise:

  • Previous work experience (3 to 5 years) in end to end cross functional Order to cash and other operations Coordination / Supervisor roles.

  • Working knowledge of Purchasing, Finance & Logistic operations execution.

  • Knowledge of Operational process and documentation for Supplier onboarding. Vendor registration, Customer onboarding activities.

  • Working knowledge of the Logistics process and Country / State / local business laws and regulations.

  • Strong written and verbal communication skills in English, and local language

  • Hands on experience in MS Office and accounting tools, advance excel

  • Willingness to travel (10-20%).

  • Learns quickly and has strong problem-solving skills and business acumen.

  • A Bachelor's degree is preferred.

  • Job Location - Gurgaon, India. Work from Office.

Additional Information

All qualified applicants will receive consideration for employment without regard to race, color, religion,
sex, national origin, sexual orientation, gender identity, disability, protected veteran status or other
rotected status. EEOE/M/F/Vet/Disabled. All your information will be kept confidential according to EEO
guidelines.

We invite Diversity candidates to join Certified "Great Place To Work Team".