Operation Executive

About the Role

We are looking for a detail-oriented and process-driven Q2C & Procurement Executive / Operation Executive to manage the end-to-end workflow from quotation to payment realization while coordinating procurement of language resources, voice-over artists, video editors, translators, and production vendors.

The ideal candidate should have experience in handling project coordination, vendor sourcing, cost negotiation, quote management, purchase orders, invoicing, and cross-functional coordination in a fast-paced media/localization environment.

Key Responsibilities

1. Quote-to-Cash (Q2C) Management

·         Prepare and manage client quotations, cost sheets, and quote IDs for translation, subtitling, dubbing, voice-over, adaptation, and video production projects.

·         Ensure all projects are processed with proper quote approvals and internal documentation before production initiation.

·         Coordinate with sales, production, finance, and project teams to ensure seamless workflow execution.

·         Track projects from quotation → work order → production → delivery → invoicing → payment collection.

·         Maintain project profitability through proper budgeting and cost control.

·         Coordinate with the finance team for invoice submission, payment tracking, and receivables follow-up.

·         Maintain accurate project MIS, cost records, billing trackers, and client documentation.

2. Procurement & Vendor Management

·         Source and onboard translators, voice-over artists, subtitlers, DTP artists, video editors, motion graphics artists, AI localization specialists, and production vendors across national and international languages.

·         Obtain quotations from vendors and negotiate pricing while maintaining quality standards.

·         Release work orders and coordinate vendor assignments as per project requirements and timelines.

·         Maintain and update a vendor database, rate cards, NDAs, agreements, and performance records.

·         Ensure timely procurement of resources for urgent and volume-based projects.

·         Monitor vendor performance based on quality, TAT, pricing, and reliability.

3. Project Coordination & Operations

·         Coordinate with internal production teams for smooth project execution and delivery timelines.

·         Ensure adherence to client specifications, glossaries, quality guidelines, and timelines.

·         Handle escalation management related to vendor availability, delivery delays, or quality issues.

·         Work closely with operations to streamline workflows using AI tools and automation technologies.

4. Documentation & Compliance

·         Maintain purchase orders, vendor invoices, project trackers, and internal approvals.

·         Ensure all projects are aligned with commercial approvals and budget allocations.

·         Maintain proper records for audit, backend operations, and finance tracking.

Required Skills & Qualifications

·         Bachelor’s degree in Business Administration, Media, Operations, Supply Chain, or related field.

·         1–3 years of experience in procurement, Q2C operations, project coordination, localization, or media production.

·         Strong knowledge of quotation management, vendor coordination, procurement, and billing processes.

·         Experience working with translation, dubbing, subtitling, e-learning, video production, or media projects will be preferred.

·         Good understanding of Excel, MIS reporting, cost sheets, and project tracking systems.

·         Strong negotiation, communication, and vendor management skills.

·         Familiarity with AI tools, CAT tools, localization workflows, and media production processes is an added advantage.

• It is a Full Time Back Office / Data Entry job for candidates with 1 - 3 years of experience.