Company: Novacare Healthcare Solutions Pvt. Ltd.
Department: Operations
Designation: Operations Executive
Industry: Pharmaceutical Distribution
Reporting To: Operations Manager / Branch Manager
Location: As per business requirement

1. Job Purpose

To manage day-to-day branch operations, pharmaceutical order processing, billing, inventory coordination, dispatch activities, and documentation while ensuring operational efficiency, billing accuracy, regulatory compliance, and timely delivery of medicines to customers.

2. Key Roles and ResponsibilitiesA. Operations Management

Manage daily operational activities of the pharmaceutical distribution branch.
Coordinate with the sales team, warehouse staff, purchase department, accounts team, and transport personnel.
Monitor customer orders and ensure timely processing and dispatch.
Maintain proper documentation and records of all operational transactions.
Ensure adherence to company policies, standard operating procedures (SOPs), and applicable pharmaceutical distribution guidelines.
Prepare daily operational reports and update management on pending orders, billing, dispatches, and other issues.
Coordinate with internal departments to resolve operational discrepancies and customer complaints.

B. Billing and Invoice Processing

Generate accurate customer invoices using the company's billing software or ERP system.
Verify customer purchase orders, product details, quantities, rates, discounts, schemes, and applicable GST before generating invoices.
Ensure correct batch numbers, expiry dates, and other required product details are captured wherever applicable.
Verify customer-specific pricing, credit terms, and approved commercial conditions.
Process sales returns, credit notes, debit notes, and invoice cancellations as per company policy and authorization.
Ensure accurate application of GST, HSN codes, and other applicable tax requirements.
Coordinate with the accounts department to resolve billing discrepancies, pricing differences, and tax-related issues.
Maintain proper records of invoices, credit notes, and other billing documents.
Ensure timely sharing of invoices with customers and relevant internal departments.
Reconcile billing data with order processing and dispatch records.

C. Order Processing and Dispatch Coordination

Receive and process orders from the sales team and customers.
Verify product availability, quantities, pricing, and customer details before billing.
Coordinate with warehouse personnel for picking, packing, and dispatch of billed goods.
Ensure that the products dispatched match the invoice and customer order.
Monitor pending orders, short supplies, and backorders and follow up for timely resolution.
Coordinate with delivery personnel and transporters to ensure timely delivery.
Maintain dispatch records and proof of delivery wherever applicable.

D. Inventory and Stock Coordination

Coordinate with the warehouse team to verify stock availability before order processing.
Monitor stock discrepancies between physical inventory and system records.
Ensure proper tracking of batch numbers, expiry dates, and near-expiry stock.
Support stock reconciliation, cycle counts, and physical verification activities.
Ensure appropriate handling and documentation of damaged, expired, returned, or recalled medicines.
Follow applicable storage, handling, and cold-chain procedures for products requiring special conditions.

E. Customer and Internal Coordination

Respond to customer and sales team queries related to invoices, product availability, pricing, and order status.
Coordinate with the accounts team regarding outstanding balances, credit limits, and billing disputes.
Follow up with relevant departments for pending approvals and unresolved operational issues.
Maintain professional communication with customers, vendors, and internal stakeholders.

F. Compliance and Documentation

Ensure proper maintenance of sales invoices, purchase records, delivery documents, and return records.
Follow company SOPs and applicable GST and pharmaceutical distribution requirements.
Ensure that billing and dispatch transactions are supported by appropriate documentation and approvals.
Maintain confidentiality and accuracy of customer, pricing, and business information.
Report irregularities, unauthorized discounts, billing errors, and stock discrepancies to the reporting manager.

3. Qualifications and Experience

Education: Graduate in Commerce, Business Administration, or a relevant discipline.
Experience: 1–3 years of experience in pharmaceutical distribution, operations, or billing.
Experience with pharmaceutical billing software, ERP systems, or inventory management systems is preferred.
Knowledge of GST invoicing, product batch tracking, expiry management, and pharmaceutical distribution processes is desirable.
Good working knowledge of MS Excel and basic computer applications.

4. Required Skills

Strong billing and data-entry accuracy.
Knowledge of pharmaceutical products, batches, expiry dates, and stock movement.
Understanding of GST invoices, discounts, schemes, and credit notes.
Coordination and communication skills.
Time management and ability to handle multiple orders.
Problem-solving and reconciliation skills.
Attention to detail and a customer-focused approach.

5. Key Performance Indicators (KPIs)

Accuracy of invoices and billing transactions.
Timely processing of orders and generation of invoices.
Reduction in billing errors, invoice cancellations, and pricing discrepancies.
Timely coordination of dispatches and order fulfilment.
Accuracy of stock and billing records.
Timely resolution of customer and internal billing queries.
Compliance with company SOPs and documentation requirements.

6. Working Conditions

The role requires coordination with the sales, warehouse, accounts, and logistics teams to ensure smooth daily operations at the pharmaceutical distribution branch. The employee must follow all applicable company procedures and product-handling requirements.

Pay: ₹30,000.00 - ₹40,000.00 per month

Benefits: