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Operations Executive

Posted 18 January by Office Zebra LTD Easy Apply Ended

We have two roles:

  • one full time permanent position
  • one 6 month contract

OVERVIEW -Primary contact for customers and sales team regarding open order status. Responsible for accurately processing and tracking all open orders, providing open order books to customers and sales team and for resolving invoice queries in partnership with finance


Order Receipt and Processing

  • Evaluate all incoming orders against system information to ensure order is in line with agreed pricing, lead times, minimum order quantities, etc and acknowledge receipt
  • Process all orders on Sage accurately
  • Assess Stock levels and raise Purchase Orders where required and send to Factory planning teams
  • Update the system with correct FOB dates and ensure order book reconciliation of Factory PO Reports

Order Monitoring

  • Review all orders for assigned customers against factory production schedule daily
  • Query all order dates not in line with customer requirements to Planning Teams
  • Produce and distribute Open Order Books to Customers and Sales Team as per agreed dates
  • Participate in weekly sales meetings/conference calls
  • Manage customer Pull in Requests and Customer Cancellations following the guidelines
  • Daily review of Production Schedule customer order lines

Shipments and Invoicing

  • Raise Shipping Documents (Commercial Invoice and Packing Lists) and send to Logistics Team weekly
  • Ensure Logistics Manager has required shipment details 4 days prior to factory collection date
  • Send Commercial Invoice to customer once Proof of Delivery to FOB point received and hard copies filed
  • Raise final invoices within agreed timeframes
  • Review invoice queries within 1 working day


  • Review the Magento system several times a dat to chack/approve samples requests
  • Deal with any samples related queries from colleagues the same day
  • Set up and maintain starters/leaverson the system for FOC ordering


  • Excellent Attention to detail
  • Excellent Verbal and Written Communication skills
  • Excellent Problem Solving Skills
  • Advanced Excel skills (Lookup’s, Sorting, Subtotals, Pivots, etc…)
  • Experience in Order Processing, Data Entry in an ERP environment
  • Experience of Shipping and Logistics desirable
  • Sage ERP order/invoicing process desirable

Required skills

  • Data Entry
  • Invoicing
  • Microsoft Excel
  • ERP Software
  • Vlookup

Reference: 32627487

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