Assistant Manager Customer Operations

Vontier; Kamrup Metropolitan; On-site; INR 700,000 - 1,100,000; Full time

Job summary

Gilbarco Veeder‑Root, a Vontier company, seeks a Project Operations coordinator to oversee implementation, billing, and closeout across the Northeast region in India. The role emphasizes meticulous ERP/MS Excel usage, BOM preparation, material planning, and on-site collaboration with contractors and field engineers.

You will maintain trackers, ensure timely installation and commissioning, and drive smooth revenue realization through accurate invoicing and portal submissions.

Qualifications

• Engineering/BA/Operations background with relevant project Ops exposure.
• Experience coordinating multiple stakeholders including customers, contractors, finance teams.
• Strong knowledge of MS Excel, MIS, and ERP/IFS systems.

Responsibilities

• Project planning and implementation across the Northeast region.
• Maintain trackers for BOM, material availability, and deployment readiness.
• Coordinate with Stores, Logistics, and Delivery teams for timely material movement.
• Prepare BOMs and validate documentation before billing.
• Prepare invoices and track via various customer portals; resolve discrepancies.

Skills

MS Excel advanced

MIS reporting

ERP / IFS knowledge

Stakeholder coordination

Contractor management

Project tracking

Education

Graduate / Diploma / Degree in Engineering, Business Administration, Operations or related

Tools

ERP / IFS

VIM portals

Job description

• Monitor all ongoing, pending, and outstanding implementation/rollout projects across the Northeast region.
• Maintain project-wise trackers covering status, BOM, material availability, contractor readiness, installation, commissioning, invoicing, and payment status.
• Prepare and validate Bill of Materials (BOMs) in coordination with internal teams.
• Coordinate with Stores, Logistics, and Delivery teams to ensure timely availability and movement of project materials.
• Follow up with contractors to ensure civil, electrical, and site readiness before deployment of FSEs.
• Validate site readiness and identify gaps that may impact installation or commissioning timelines.
• Prepare installation schedules and coordinate deployment of FSEs for installation, commissioning, and power‑on activities.
• Ensure effective coordination among contractors, FSEs, and customers during project implementation.
• Monitor project progress against committed timelines and accelerate delays or critical issues proactively.
• Coordinate with relevant stakeholders to resolve technical, material, manpower, and site‑readiness issues.
• Follow up with FSEs and project teams to ensure timely completion of installation and commissioning activities.
• Collect and verify commissioning reports, completion reports, installation reports, and other required project documents.
• Ensure all mandatory documentation is complete and accurate before initiating billing.
• Maintain project closure records and track projects pending closure due to documentation or execution gaps.
• Coordinate with customers and internal teams for project acceptance and closure confirmation.
• Billing & Invoice Management
• Prepare and coordinate project invoices based on completed work and customer requirements.
• Verify supporting documents required for invoice submission.
• Upload and track invoices through customer portals such as VIM Portal, HPCL, BPCL, Nayara, and other customer‑specific platforms.
• Monitor invoice status from submission to acceptance and payment.
• Coordinate with Commercial, Finance, and project teams to resolve invoice discrepancies, rejections, and documentation issues.
• Maintain an updated invoice tracker covering submitted, accepted, rejected, pending, and paid invoices.
• Ensure timely submission of invoices to support revenue recognition and cash realization.
• Review outstanding payments related to completed projects on a regular basis.
• Identify invoices pending due to missing documents, customer approval, portal issues, discrepancies, or other reasons.
• Coordinate with internal teams and customers to close documentation gaps.
• Follow up with customers for invoice acceptance and payment release.
• Escalate long‑pending invoices and critical collection issues to the State Head/Management.
• Drive focused follow‑up on aged receivables to improve regional cash flow.
• Prepare project‑wise and customer‑wise outstanding reports with ageing and action points.
• Maintain clear ownership and follow‑up records until payment is realized.
• Contractor & Stakeholder Management
• Coordinate and maintain effective working relationships with project contractors.
• Monitor contractor performance, site readiness, and adherence to agreed timelines.
• Ensure contractors comply with company SOPs, safety requirements, and project processes.
• Coordinate with multiple stakeholders to ensure smooth project execution.
• Resolve day‑to‑day coordination issues among contractors, FSEs, customers, and internal teams.
• Escalate performance, compliance, or execution‑related concerns to the State Head/concerned management.
• SOP, Process & Team Coordination
• Ensure adherence to defined SOPs, processes, and project execution guidelines.
• Support implementation of new processes, systems, and operational improvements.
• Coordinate and guide FSEs and supporting teams for effective project execution.
• Support workload planning and manpower deployment based on project priorities.
• Maintain accurate records related to project execution, installation, billing, and collections.
• Generate regular MIS and management reports highlighting progress, risks, ageing, and pending actions.
• Identify process gaps and recommend corrective actions to improve execution and closure.
• ERP, Excel & MIS
• Ensure timely and accurate updates of project‑related information in ERP/IFS systems.
• Maintain comprehensive Excel trackers for implementation, BOM, material movement, commissioning, invoicing, and collections.
• Prepare dashboards, ageing reports, MIS, and management summaries using advanced Excel skills.
• Analyse project data to identify bottlenecks, ageing, pending actions, and revenue risks.
• Ensure data accuracy and consistency across Excel, ERP, and customer portals.
• Compliance, Safety & Escalation
• Ensure compliance with company procedures, SOPs, and Health & Safety requirements.
• Report critical project delays, customer concerns, contractor issues, and abnormal activities to the State Head.
• Ensure all project activities align with company and customer requirements.
• Maintain proper documentation and audit trails for project execution, billing, and collection activities.

Responsibilities (List All)

• Project Planning & Implementation
• Monitor all ongoing, pending, and outstanding implementation/rollout projects across the Northeast region.
• Maintain project-wise trackers covering status, BOM, material availability, contractor readiness, installation, commissioning, invoicing, and payment status.
• Prepare and validate Bill of Materials (BOMs) in coordination with internal teams.
• Coordinate with Stores, Logistics, and Delivery teams to ensure timely availability and movement of project materials.
• Follow up with contractors to ensure civil, electrical, and site readiness before deployment of FSEs.
• Validate site readiness and identify gaps that may impact installation or commissioning timelines.
• Prepare installation schedules and coordinate deployment of FSEs for installation, commissioning, and power‑on activities.
• Ensure effective coordination among contractors, FSEs, and customers during project implementation.
• Monitor project progress against committed timelines and accelerate delays or critical issues proactively.
• Coordinate with relevant stakeholders to resolve technical, material, manpower, and site‑readiness issues.
• Commissioning & Project Closure
• Follow up with FSEs and project teams to ensure timely completion of installation and commissioning activities.
• Collect and verify commissioning reports, completion reports, installation reports, and other required project documents.
• Ensure all mandatory documentation is complete and accurate before initiating billing.
• Maintain project closure records and track projects pending closure due to documentation or execution gaps.
• Coordinate with customers and internal teams for project acceptance and closure confirmation.
• Billing & Invoice Management
• Prepare and coordinate project invoices based on completed work and customer requirements.
• Verify supporting documents required for invoice submission.
• Upload and track invoices through customer portals such as VIM Portal, HPCL, BPCL, Nayara, and other customer‑specific platforms.
• Monitor invoice status from submission to acceptance and payment.
• Coordinate with Commercial, Finance, and project teams to resolve invoice discrepancies, rejections, and documentation issues.
• Maintain an updated invoice tracker covering submitted, accepted, rejected, pending, and paid invoices.
• Ensure timely submission of invoices to support revenue recognition and cash realization.
• Review outstanding payments related to completed projects on a regular basis.
• Identify invoices pending due to missing documents, customer approval, portal issues, discrepancies, or other reasons.
• Coordinate with internal teams and customers to close documentation gaps.
• Follow up with customers for invoice acceptance and payment release.
• Escalate long‑pending invoices and critical collection issues to the State Head/Management.
• Drive focused follow‑up on aged receivables to improve regional cash flow.
• Prepare project‑wise and customer‑wise outstanding reports with ageing and action points.
• Maintain clear ownership and follow‑up records until payment is realized.
• Contractor & Stakeholder Management
• Coordinate and maintain effective working relationships with project contractors.
• Monitor contractor performance, site readiness, and adherence to agreed timelines.
• Ensure contractors comply with company SOPs, safety requirements, and project processes.
• Coordinate with multiple stakeholders to ensure smooth project execution.
• Resolve day‑to‑day coordination issues among contractors, FSEs, customers, and internal teams.
• Escalate performance, compliance, or execution‑related concerns to the State Head/concerned management.
• SOP, Process & Team Coordination
• Ensure adherence to defined SOPs, processes, and project execution guidelines.
• Support implementation of new processes, systems, and operational improvements.
• Coordinate and guide FSEs and supporting teams for effective project execution.
• Support workload planning and manpower deployment based on project priorities.
• Maintain accurate records related to project execution, installation, billing, and collections.
• Generate regular MIS and management reports highlighting progress, risks, ageing, and pending actions.
• Identify process gaps and recommend corrective actions to improve execution and closure.
• ERP, Excel & MIS
• Ensure timely and accurate updates of project‑related information in ERP/IFS systems.
• Maintain comprehensive Excel trackers for implementation, BOM, material movement, commissioning, invoicing, and collections.
• Prepare dashboards, ageing reports, MIS, and management summaries using advanced Excel skills.
• Analyse project data to identify bottlenecks, ageing, pending actions, and revenue risks.
• Ensure data accuracy and consistency across Excel, ERP, and customer portals.
• Compliance, Safety & Escalation
• Ensure compliance with company procedures, SOPs, and Health & Safety requirements.
• Report critical project delays, customer concerns, contractor issues, and abnormal activities to the State Head.
• Ensure all project activities align with company and customer requirements.
• Maintain proper documentation and audit trails for project execution, billing, and collection activities.

Required Skills / Qualifications / Certifications / Tech Stack (List all)

Essential

• Graduate / Diploma / Degree in Engineering, Business Administration, Operations or a related discipline.
• Relevant experience in project implementation, rollout, service operations, project coordination or commercial operations.
• Strong experience in contractor handling and coordination.
• Experience in coordinating multiple stakeholders including customers, contractors, field engineers, logistics, commercial and finance teams.
• Strong knowledge of MS Excel, including advanced formulas, Pivot Tables, lookups, data analysis and MIS preparation.
• Good working knowledge of ERP / IFS or similar business systems.
• Strong understanding of project documentation, invoicing and payment follow‑up.
• Good communication, coordination and negotiation skills.
• Ability to independently monitor multiple projects and drive closure.
• Strong analytical and problem‑solving capability.

Preferable

• Experience in Oil & Gas / Retail Automation / Forecourt / Engineering Services / Project Implementation.
• Experience handling HPCL, BPCL, IOCL, Nayara or similar customer portals.
• Experience in VIM or customer‑specific invoice submission portals.
• Experience in SOP implementation and process compliance.
• Prior experience in team handling / coordination of Field Service Engineers.
• Experience in project billing, receivables and collection follow‑up.
• Strong ERP and MIS reporting experience.
• Minimum 5 years of relevant experience, preferably in project/service operations.

Who Is Gilbarco Veeder‑Root

Gilbarco Veeder‑Root, a Vontier company, is the worldwide technology leader for retail and commercial fueling operations, offering the broadest range of integrated solutions from the forecourt to the convenience store and head office. For over 150 years, Gilbarco has earned the trust of its customers by providing long‑term partnership, uncompromising support, and proven reliability. Major product lines include fuel dispensers, tank gauges and fleet management systems.

Who Is Vontier

Vontier(NYSE: VNT) is a global technology company powering the way the world moves. We empower businesses in the transport sector to adapt to a fast‑changing landscape by uniting productivity,automationand multi‑energy technologies.

Our smart, connected solutions serve roadside convenience retail stores, fleet operators, and auto repair technicians. From integrated payments and EV charging software to carwash technology and retail automation, we help customers stay productive and prepared for a rapidly evolving industry.

With decades of expertise and a balanced portfolio, Vontier enables businesses to navigate complexity, unlock growth, and build a cleaner, safer future. Driven by continuous improvement and the dedication of Team Vontier, we empower businesses to think bigger, act boldly, and thrive on the road ahead. Learn more at www.vontier.com

At Vontier, we empower you to steer your career in the direction of success with a dynamic, innovative, and inclusive environment.

Our commitment to personal growth, work‑life balance, and collaboration fuels a culture where your contributions drive meaningful change. We provide the roadmap for continuous learning, allowing creativity to flourish and ideas to accelerate into impactful solutions that contribute to a sustainable future.

Join our community of passionate people working together to navigate challenges and seize new opportunities. At Vontier, you are not on this journey alone, we are committed to equipping you with the tools and support you need to fuel your innovation, lead with impact, and thrive both personally and professionally.

Together, let’s power the way the world moves!