Office Admin

Role Overview

This is a critical support role at the heart of our business. You will be the point of contact between our sales team, customers, and logistics making sure orders move from enquiry to delivery without gaps. If you are someone who is organised, responds quickly, and takes ownership without being asked, this role is for you.

You do not need a technical background but you must be reliable, a clear communicator, and comfortable handling multiple tasks at once.

Key Responsibilities:

Quotations & Orders

• Receive enquiries from customers (WhatsApp, email, phone) and prepare quotations based on inputs from the sales team
• Send quotations on time, follow up with customers, and update the sales team on responses
• Confirm and process purchase orders received from customers

Billing & Invoicing

• Raise sales invoices using our billing software (BillBook or similar)
• Maintain accurate records of all orders, invoices, and payments
• Share invoices with customers promptly on order confirmation

Payment Follow-Up

• Track outstanding payments and follow up with customers over phone/WhatsApp/email
• Alert the sales team and management on overdue accounts
• Maintain a simple tracker of payments received vs. pending

Dispatch & Delivery Coordination

• Coordinate with suppliers and warehouse on order readiness
• Book couriers, porters, and transporters for dispatches
• Track shipments and communicate delivery timelines to customers
• Resolve any delivery issues by coordinating between the customer and logistics partner

General Office Support

• Handle inbound and outbound calls professionally
• Draft and respond to emails on behalf of the sales team
• Maintain organised records — both digital (Google Sheets/Drive) and physical files
• Support the management with any ad-hoc operational tasks

Required Skills & Qualifications

• Good written and spoken English (must be able to draft professional emails independently)
• Kannada — mandatory.
• Comfortable on phone calls — clear, professional, and confident
• Basic proficiency in MS Excel / Google Sheets for tracking orders and payments
• Able to learn billing software quickly (BillBook or similar — training will be provided)
• Highly organised with strong attention to detail
• Ability to manage multiple tasks and priorities without dropping the ball
• Stays on top of follow-ups without being reminded

Good to Have

• Prior experience in a trading, distribution, or manufacturing company in any back-office / operations role
• Familiarity with basic GST invoicing concepts
• Experience using billing or inventory software (Vyapar, BillBook, Zoho, etc.)