Spare part- Sr.Executive/AM

Neptunus Power; Navi Mumbai; On-site; INR 450,000 - 650,000; Full time

Job summary

Neptunus Power in Navi Mumbai seeks a Supply Chain Operations specialist to manage spare parts orders from RFQ to invoicing.

You will liaise with OEMs and vendors to ensure on-time delivery, optimize lead times, and maintain accurate documentation in SAP.

The role requires 3–4 years in spares and services, strong Excel skills, and a customer-focused mindset to drive reliability and cost efficiency.

Qualifications

• 3-4 years of relevant experience in Supply Chain Operations (Spares & Services).
• Hands-on with PO → invoicing → collections flow and dispatch coordination.
• Exposure to contract review and evaluating / mitigating commercial risk.

Responsibilities

• Sales orders processed error-free within timelines after vetting terms and details.
• Coordinate with vendor and end user to resolve discrepancies in orders.
• Obtain on-time approvals and processing for urgent/breakdown sales orders.
• Work with vendors to expedite orders during breakdowns.
• Handover ready orders for dispatch after OEM/vendor PO processing.
• Maintain documentation to support invoicing and compliant ordering.

Skills

Supply chain operations

MS Excel

VLOOKUP

HLOOKUP

Pivot tables

Customer communication

Tools

SAP

Job description

• The purpose of this role is timely preparation of quotes upon receiving RFQs, negotiating better lead times with suppliers, and tracking order readiness for critical spare parts.
• You will proactively inform customers about order statuses, provide alternative solutions for part shortages, and ensure smooth documentation for order processing and invoicing.
• Ensure on-time delivery of spare parts and goods for customers in your portfolio.
• Adhere to the work philosophy of delivering QVC : QUALITY service, with VELOCITY, and within agreed COSTS, ensuring mutual commercial gains for Neptunus and customers.

About Neptunus:

• At Neptunus, we believe the world’s industrial assets deserve better than breakdowns, inefficiency, and waste. Our mission is simple but powerful — Change the Way Maintenance is Done.
• With over 30 years of expertise in engine & propulsion, Neptunus is today one of the most respected project management & reliability solution providers to the Marine, Oil & Gas & Defence across India, Middle East & Africa
• We partner with leading fleet owners and energy companies, helping them to achieve higher reliability, lower downtime, and measurable cost savings.
• Our in-house R&D and diagnostics capabilities have led to breakthrough solutions like VIB360™ - Engine Condition Monitoring Solutions (ECMS), trusted by customers and classification societies such as IRS & ABS to enable Condition-Based Maintenance (CBM) certifications for marine engines. This achievement marks a game-changing shift in the global marine industry, positioning Neptunus as a pioneer in bringing data-driven reliability to ship operations. The milestone has been widely covered by leading publications including The Economic Times, The Hindu, Business Standard, ET Infra, and others, underscoring Neptunus’ leadership in maintenance innovation.
• Recognized by the Economic Times as India’s Top Innovative MSME (2023), Neptunus is redefining maintenance by fusing domain depth with digital intelligence, ensuring that our customers’ assets perform better, last longer, and run cleaner.

What will you get by working at Neptunus?

• At Neptunus, you’ll be part of a team that’s changing the way maintenance is done and building one of Great Service Brands in global maritime world
• High-performance rewards: Competitive salaries, performance-linked bonuses, and wealth-creation opportunities through our Growth Driver Program.
• Purpose with exposure: Work on real global challenges, engage with customers across continents, and experience the diversity of cultures and industries.
• Continual Growth: Solve complex problems, and get coached by leaders who invest in your development.
• Care that goes beyond work: Comprehensive family health insurance, hybrid work policies and a culture that genuinely values people.
• Recognition & belonging: A workplace where excellence is celebrated, effort is recognized, and contribution creates lasting impact.

If you’re hungry, self-driven, and passionate about excellence, Neptunus will give you every opportunity to grow your career, build wealth, and make a global impact

Results and Activities

Key Results (What will I be accountable for?)

Activities (What will I do?)

Sales Order Processing within 10 days of receipt of PO

• Processing error free orders every week by vetting all details including payment terms; advance receipt; number of items; part numbers; address details of consignee, official entity of the end user, etc before processing sales orders.
• Coordinating with the vendor and the end user for any discrepancy and inconsistency in the Sales Orders and ensuring all Terms and Conditions are aligned in the Sales Order and the customer PO
• Ensuring on-time approvals and processing for urgent or breakdown sales orders from
• Working with vendors to ensure orders are processed and expedited in case of breakdown orders

Getting Orders Ready: Handover Ready Orders for Dispatch

• Ensure all Sales Orders are processed by the OEMs/Vendors within 2 days of processing the Vendor PO by ensuring all documentation and details are error-free at the time of PO placement
• Ensuring no back-and-forth with vendors with regards to qty/part numbers variation
• Updating all relevant stakeholders from the end user’s side about the status of their orders as well as the Service Team of Neptunus to assist them with planning/deputation for sites.
• Communicating with the OEMs/Vendors about the overhauling schedules of the end user so that spare parts for that particular overhaul can be expedited in the queue.
• Following up for detailed packing lists from vendors for ready material/ready orders

Cost and Compliance: Ensuring Neptunus’ throughput targets are achieved.

• Following up on payments for “Advance Payments Upon Readiness” orders to ensure no orders are dispatched without advance receipt.
• On-time receipt of credit notes from suppliers
• Tracking partial shipments on SAP to ensure smooth invoicing processes
• Ensuring Prices on the customer’s PO for Individual items are as per the final listing from the OEM/Vendor at the time of order processing and have not changed to ensure throughput is unaffected
• Facilitating customer grievances regarding material shortfall and coordinating with OEMs/vendors for redressals

Quality and Control Checks

• All audits internal as well as external with zero NC
• Adherence to Neptunus’ QMS and departmental processes.
• Timely & Accurate monthly MIS Data reporting of all Parameters from SAP & CRM must be documented every week.
• Work with accounts and finance teams to ensure that no compliance issues are pending such as incorrect SAP entries; pending transit warehouse items in SAP, open GRN issues, etc.

Knowledge/Skills/Behaviours the Candidate Should Possess

Knowledge/Skills/Behaviors

Must Have (M)/ Nice to Have(N)

Knowledge (Functional and Technical):

• 3-4 years of relevant experience in Supply Chain Operations (Spares & Services) (Spares & Services)
• Hands-on with the PO → invoicing → collections flow and dispatch coordination.
• Exposure to contract review and evaluating / mitigating commercial risk.

Skills (Functional and Technical):

• Ability to communicate to multiple customers at a time regarding their order status: high level of accountability and organization to ensure high response rate
• Sound MS Excel Knowledge including knowledge of Vlook Up; HLook Up, Pivot Tables
• High follow-up discipline and ownership mindset,able to manage multiple open deals, track progress, and drive closure.

Behaviors (Non-Technical):

• An inclination to ensuring customer delight: not shying away from speaking to customers everyday about the status of their orders
• Result oriented mindset with high accountability.
• A dependable partner to function heads and managers giving accurate information and executing proactively.
• Should be organized, process oriented with strong follow up skills