Gifting Operations Manager

Job Title: Gifting Operations Manager

Company: 1XL Info LLP

Location: Thergaon, Pune

CTC: Rs. 40,000 - 45,000 PM

Work Mode: Onsite, Full-Time

Working Hours: Monday to Saturday, 10:00 AM to 7:00 PM

Experience: 5+ Years

About 1XL

1XL is a Dubai-based company focused on empowering individuals and organisations through growth, innovation, and success. We inspire individuals and organisations to reach their full potential through tailored, market-proven solutions

Role Overview

We are seeking an experienced Gifting Operations Manager to handle the end-to-end corporate gifting process. The role involves managing vendors, procurement, budgeting, invoicing, logistics, and successful execution of gifting projects for employees, clients, events, and promotional campaigns. The ideal candidate must be highly organized, detail-oriented, and capable of managing multiple gifting projects simultaneously.

Key Responsibilities

1. End-to-End Gifting Management

• Manage complete lifecycle of corporate gifting projects from requirement gathering to final delivery
• Understand gifting objectives based on occasion, campaign theme, target audience, and budget
• Propose creative and customized gifting solutions
• Handle bulk orders and customized gift requirements

2. Vendor Management

• Identify, evaluate, and onboard new gifting vendors and suppliers
• Maintain strong relationships with existing vendors
• Negotiate pricing, delivery timelines, and service terms
• Monitor vendor performance in terms of quality, cost, and timeliness

3. Procurement & Order Processing

• Raise purchase orders (POs) as per approved requirements
• Coordinate product sourcing, sampling, and approvals
• Ensure correct specifications, branding, and customization

4. Budgeting & Cost Control

• Plan gifting campaigns within approved budgets
• Compare quotations and finalize cost-effective options
• Maintain detailed cost sheets and expense trackers

5. Invoicing & Billing Coordination

• Verify vendor invoices against POs and delivery confirmations
• Maintain proper documentation for billing and payments
• Coordinate with the accounts team for invoice processing and vendor payments
• Track outstanding payments and ensure timely closure

6. Logistics & Delivery Management

• Coordinate packaging, labeling, and dispatch of gifts
• Track shipments and ensure on-time delivery
• Manage courier partners and resolve delivery issues
• Handle reverse logistics, replacements, or damages

7. Documentation & Reporting

• Maintain records of vendor quotations, invoices, approvals, and dispatch details
• Prepare periodic reports on gifting expenses and vendor performance
• Maintain gifting inventory records (if applicable)

8. Internal & Cross-Functional Coordination

• Work closely with HR, Marketing, Sales, and Admin teams
• Provide updates on order status, timelines, and delivery schedules
• Support gifting for events, campaigns, employee engagement, and client relations

9. Quality & Issue Resolution

• Ensure product quality and branding accuracy
• Address vendor disputes, delays, and quality issues
• Arrange replacements or refunds when necessary

Required Skills & Competencies

• Strong experience in corporate gifting / procurement operations
• Vendor negotiation and relationship management skills
• Knowledge of invoicing, billing processes, and purchase order systems
• Budget planning and cost control ability
• Excellent coordination and communication skills
• Strong organizational and multitasking abilities
• Attention to detail and follow-up skills
• Problem-solving and deadline management

Technical Skills

• MS Excel / Google Sheets (cost tracking & reporting)
• ERP or Accounting software (Tally, Zoho, SAP, or similar preferred)
• Email communication and documentation tools

Eligibility Criteria

• Minimum 5+ years of experience in corporate gifting, procurement, or vendor operations
• Experience handling bulk gifting projects and multiple vendors
• Bachelors degree in Commerce, Operations, Business Administration, or related field preferred

Preferred Qualities

• Creative mindset for unique gifting solutions
• Strong negotiation skills
• High level of accountability and ownership