Administrative Assistant

job Description (JD)Position: Office Executive Department Administration / Operations

Reporting To Sr. Mangers business Development /Management

Job SummaryThe Office Executive will be responsible for managing office administration, procurement, inventory, vendor coordination, cost reporting, client communication, and documentation. The role requires strong organizational skills, commercial understanding, and the ability to coordinate effectively with clients, vendors, and internal departments.

• Key Responsibilities Administrative & Documentation Prepare and maintain Letter IDs and official correspondence.
• Maintain proper records of office documents, files, and reports.
• Ensure accurate documentation and record management.
• Cost Reporting & Client CostingPrepare periodic cost reports for management.
• Coordinate costing and commercial details with clients.
• Maintain cost sheets and support budget tracking.
• Assist in preparing quotations and commercial proposals.
• Email & Client CommunicationDraft and respond to official emails professionally.
• Coordinate with clients regarding orders, deliveries, payments, and documentation.
• Maintain timely communication with internal and external stakeholders.
• Procurement & Purchase ManagementIdentify procurement requirements from various departments.
• Obtain quotations from vendors.
• Compare quotations and prepare comparative statements.
• Create Purchase Orders (POs) and ensure timely approvals.
• Track purchase orders until material delivery.
• Inventory ManagementMaintain inventory records accurately.
• Monitor stock levels and initiate replenishment.
• Conduct periodic stock verification.
• Ensure proper issuance and receipt of materials.
• Material ManagementUpdate material records in the inventory system.
• Maintain inward and outward material registers.
• Track material availability and movement.
• Coordinate with departments to ensure uninterrupted material supply.
• Vendor ManagementIdentify and evaluate new vendors.
• Negotiate pricing, payment terms, and delivery schedules.
• Maintain healthy relationships with vendors.
• Ensure timely procurement at competitive prices.
• Client CoordinationCoordinate with clients regarding costing, documentation, and procurement requirements.
• Resolve routine client queries professionally.
• Ensure timely updates on project and material status.
• ReportingPrepare daily, weekly, and monthly MIS reports.
• Submit procurement, inventory, and cost reports to management.
• Maintain data accuracy in all reports.
• Required QualificationsBachelor's Degree in Commerce (B.Com Preferred).
• ExperienceMinimum 3 years of relevant experience in Office Administration, Procurement, Inventory Management, or Operations.
• Required SkillsStrong knowledge of procurement and purchase processes.
• Experience in inventory management.
• Cost reporting and commercial coordination skills.
• Excellent email drafting and communication skills.
• Vendor negotiation and relationship management.
• Client coordination and commercial understanding.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Good analytical and organizational skills.
• Ability to multitask and work under deadlines.
• Strong attention to detail and problem-solving ability.
• Preferred Candidate ProfileB.Com graduate with a minimum of 3 years of relevant experience.
• Experience in procurement, inventory control, and office administration.
• Strong negotiation and communication skills.
• Ability to maintain confidentiality and professional ethics.
• Self-motivated, organized, and capable of handling multiple responsibilities independently.