ERP Administrator

Kartik Steels; Varanasi; On-site; INR 600,000 - 900,000; Full time

Job summary

Kalawati Steels is seeking an ERP Administrator / ERP Operations Executive to act as the single point of contact between management, employees, and our ERP vendor. This role ensures ERP configuration accuracy, proper user access, timely MIS reporting, and end-to-end issue resolution.

You will work independently across departments and leverage AI tools to improve productivity. The ideal candidate should be able to learn unfamiliar software quickly, coordinate across teams, and maintain high data

Qualifications

• Experience in ERP administration and system controls.
• Ability to manage user access, roles and approval workflows.
• Strong data accuracy and reporting discipline.

Responsibilities

• Manage ERP users, roles, permissions and access rights.
• Coordinate configuration of billing and document-number series.
• Monitor ERP settings and operational controls.
• Maintain master data such as items, customers and vendors.
• Prepare MIS reports and ensure timely distribution to management.
• Test and document vendor developments, bugs, and enhancements.
• Train users and provide first-line support for ERP issues.

Skills

ERP Admin

Data governance

MIS reporting

Vendor coordination

User training

Tools

ERP software

Job description

Kalawati Steels is building a professionally managed steel and building-material retail operation supported by a customized ERP system covering billing, purchasing, inventory, GST, gate passes, weighbridge operations, accounting and MIS.

We are looking for a sharp and highly responsible ERP Administrator / ERP Operations Executive who will become the single point of contact between management, employees and our ERP/software vendor.

This is not a software developer role and not a data-entry role. You will be responsible for ensuring that the ERP is configured correctly, users follow the system properly, data remains accurate, reports reach management on time, and software issues or pending developments are followed through until closure.

The ideal candidate should be comfortable working independently, learning unfamiliar software quickly, coordinating across departments and using modern AI tools such as ChatGPT, Claude or similar platforms to improve productivity and analysis.

Key Responsibilities

ERP Administration & System Control

• Manage ERP users, roles, permissions and access rights.
• Create and maintain role-based access structures.
• Ensure employees only have access relevant to their responsibilities.
• Maintain approval workflows and escalation controls.
• Coordinate configuration of billing and document-number series.
• Monitor ERP settings and operational controls.

Master Data Management

• Maintain accurate item masters.
• Ensure correct HSN codes and product classifications.
• Maintain customer, supplier and party masters.
• Maintain price lists and relevant commercial masters.
• Prevent duplicate, incomplete or incorrect master creation.
• Periodically review master-data accuracy.

The role's ownership of user access, approval structures, item/party masters, pricing and document series is specifically central to the position.

Daily ERP & Data Discipline

• Ensure invoices, purchase bills, stock entries and gate passes are entered correctly and on time.
• Monitor whether departments are following prescribed ERP processes.
• Identify incomplete, incorrect or delayed entries.
• Follow up with responsible employees until discrepancies are resolved.
• Maintain high standards of ERP data accuracy.

MIS & Management Reporting

• Prepare and review regular MIS reports.
• Provide management with clear reporting on:
  • Sales
  • Outstanding receivables
  • Inventory / stock
  • Exceptions and discrepancies
• Analyse data to identify unusual trends or incorrect entries.
• Prepare concise written management summaries.
• Use Excel and AI tools to improve MIS preparation and analysis.

The selected employee will ultimately be expected to send management a weekly written MIS without requiring reminders.

ERP Vendor Coordination

• Act as the company's primary point of contact with the ERP/software vendor.
• Maintain a written tracker of pending software developments, modifications and bugs.
• Record committed delivery dates.
• Follow up professionally on delayed deliverables.
• Test newly developed screens and features.
• Document bugs and required corrections clearly.
• Escalate unresolved issues to management with proper evidence.
• Ensure software commitments do not remain pending without follow-up.

Vendor tracking, testing, written bug reporting and accountability are major parts of the position.

Internal User Support & Training

• Become the first point of contact for employees facing ERP-related issues.
• Train users on their respective ERP modules.
• Assist with access and permission issues.
• Resolve basic problems independently.
• Coordinate with the software vendor when technical escalation is required.
• Ensure new employees understand the correct ERP process.

AI & Productivity

We are specifically looking for someone who is genuinely comfortable using modern AI tools.

You should be able to use tools such as ChatGPT, Claude or equivalent AI platforms for:

• MIS analysis
• Drafting reports
• Data checking
• Vendor communication
• Creating action lists
• Summarising operational issues
• Improving Excel/reporting workflows
• Documentation and SOP preparation
• Increasing personal productivity

AI ability will be practically tested during the recruitment process, consistent with the assessment criteria in the original role design.