Operation Executive

OB DESCRIPTIONPricing, Vendor Coordination & Business Conversion ExecutiveJob PurposeThe position is responsible for managing pricing, vendor coordination, operational coordination, and business conversion. The role requires close interaction with the Management, Operations Team, Vendors, and Customers to ensure that enquiries are priced accurately, followed up effectively, and converted into confirmed orders.

This is a confidential position, as the employee will have access to company pricing, vendor rates, customer information, margins, commercial terms, and business strategies.

Key Responsibilities1. Pricing & Quotation

• Receive enquiries from customers and the Business Development/Operations Team.
• Obtain and evaluate rates from various vendors.
• Prepare competitive and accurate costing and pricing.
• Ensure appropriate margins are maintained as per Management guidelines.
• Prepare quotations and commercial proposals for customers.
• Maintain confidentiality of company pricing, margins, vendor rates, and commercial information.
• Review and negotiate vendor rates wherever required.

2. Vendor Coordination

• Develop and maintain good working relationships with approved vendors.
• Obtain timely rates, availability, service details, and commercial terms from vendors.
• Compare vendor quotations and identify the most competitive and suitable option.
• Negotiate with vendors to improve pricing and service conditions.
• Coordinate with vendors until the service/order is successfully completed.
• Maintain updated vendor rate sheets and databases.

3. Management Coordination

• Regularly discuss important pricing, margins, special rates, and commercial opportunities with Management.
• Obtain Management approval wherever required before releasing special pricing or discounts.
• Keep Management informed about major enquiries, customer negotiations, vendor issues, and potential orders.
• Maintain complete confidentiality regarding Management decisions and commercial information.

4. Operations Coordination

• Once an order is confirmed, coordinate closely with the Operations Team for smooth execution.
• Ensure that the Operations Team receives all necessary commercial and service instructions.
• Coordinate between vendors and Operations to avoid delays or communication gaps.
• Follow up on the execution of the order until completion.
• Escalate operational or commercial issues to Management immediately.

5. Order Conversion & Customer Follow-up

• Pricing is not the end of the responsibility. The employee must actively follow up with customers after submitting the quotation.
• Maintain regular communication with customers regarding pending quotations.
• Understand customer concerns relating to pricing, service, timelines, and commercial terms.
• Negotiate within approved company limits to improve the possibility of converting enquiries into orders.
• Maintain a systematic follow-up schedule for all open quotations.
• Track quotations from enquiry stage until Order Confirmation / PO / Work Order.
• Maintain a record of lost enquiries and understand the reasons for non-conversion.

6. Email Marketing & Business Development Support

• Support the company’s email marketing initiatives.
• Prepare and send professional business introduction emails, service offerings, and promotional communications to prospective customers.
• Maintain and update customer/prospect databases.
• Identify potential customers and business opportunities through email campaigns and follow-up.
• Coordinate with Management for campaigns, special offers, and new service introductions.
• Ensure that all email communication reflects the company’s professional image.

7. Reporting & Documentation

• Maintain a daily/weekly enquiry and quotation tracker.
• Maintain vendor rate comparison sheets.
• Prepare reports on:
• Enquiries received
• Quotations submitted
• Quotations pending
• Orders converted
• Orders lost
• Conversion percentage
• Vendor rates
• Gross margin
• Customer follow-ups
• Provide regular updates to Management.

ConfidentialityThe employee will have access to highly confidential information, including:

• Customer pricing
• Vendor rates
• Company margins
• Costing methodology
• Customer databases
• Vendor databases
• Commercial agreements
• Negotiation details
• Management decisions
• Business strategies

All such information must be treated as strictly confidential and must not be disclosed, shared, copied, or discussed with unauthorized persons, including customers, vendors, competitors, or other employees.

Key Performance Indicators (KPIs)The performance of the employee will be measured based on:

1. Accuracy of pricing and quotations
2. Quotation turnaround time
3. Number of quotations submitted
4. Quotation-to-order conversion ratio
5. Gross margin achieved
6. Vendor rate negotiation and savings
7. Timely follow-up of quotations
8. Number of enquiries converted into orders
9. Customer response and relationship management
10. Coordination with Operations and Vendors
11. Email marketing activity and lead generation
12. Quality and accuracy of reporting
13. Confidentiality and adherence to company policies

Important ExpectationThe primary objective of this role is not merely to prepare pricing.

The employee is expected to take ownership of the enquiry from pricing through follow-up, negotiation, order confirmation, and handover to Operations.

The person should demonstrate strong communication, commercial understanding, negotiation skills, follow-up discipline, and the ability to build relationships with customers, vendors, Operations, and Management.

Pricing → Follow-up → Negotiation → Conversion → Order Confirmation → Operations Handover → Successful Execution