Administrative Officer

Role Summary

The Administrative Executive is responsible for managing daily administrative operations while actively supporting customer relations, service expansion, vendor onboarding, proposal management, and sales coordination.

This role acts as the backbone of operations, ensuring smooth communication between customers, vendors, and internal teams.

Key Responsibilities

1. Administrative & Office Management

Manage daily office operations and documentation

Maintain files: contracts, vendor agreements, customer records

Handle emails, calls, WhatsApp, and walk-in inquiries

Coordinate with accounts for billing, collections & invoicing

Maintain attendance, leave records, and staff documentation

Ensure compliance with internal SOPs and service policies

2. Customer Relations & Service Support

Act as the first point of contact for customers

Handle:

Service inquiries

Complaints & escalations

Feedback & satisfaction follow-ups

Maintain CRM / customer database

Conduct:

Welcome calls for new customers

Service quality follow-ups

Renewal and upgrade discussions

Build long-term relationships with customers

3. Adding & Selling New Services

Promote newly launched services to existing customers

Cross-sell and up-sell:

Nursing services

Physiotherapy

Medical equipment

Diagnostics

Doctor visits

Identify customer needs and recommend suitable services

Maintain service brochures, rate cards & offers

Track service adoption and conversion rates

4. Vendor Management & Onboarding

Identify and onboard:

Caregiver agencies

Medical suppliers

Ambulance partners

Diagnostic labs

Pharmacies

Verify:

Documents

Licenses

GST

Service capabilities

Maintain vendor database

Coordinate pricing, contracts, and SLAs

Ensure vendor performance and compliance

5. Proposal & Business Support

Prepare and send:

Service proposals

Quotations

MOUs

Rate cards

Customize proposals for:

Hospitals

Corporates

NGOs

Senior living homes

Insurance partners

Follow up on sent proposals

Track proposal status and closures

Support business development team with documentation

6. Sales & Lead Coordination

Handle incoming leads from:

Website

WhatsApp

Social media

Field executives

Assign leads to sales team

Track:

Lead status

Conversion ratio

Follow-ups

Maintain daily sales activity reports

Assist in preparing:

Monthly sales MIS

Performance dashboards

7. Coordination & Internal Communication

Act as a bridge between:

Operations

HR

Finance

Sales

Coordinate deployments, replacements, and emergency staffing

Ensure timely flow of information across departments

8. Compliance & Process Control

Ensure:

Agreements are signed

Payments are followed up

Documentation is complete

Support audits and inspections

Maintain SOP manuals and update when required

Key Performance Indicators (KPIs)

Customer satisfaction score

Complaint resolution time

New service sales conversion

Vendor onboarding count

Proposal success rate

Lead response time

Documentation accuracy

Required Skills & Qualifications

Education

Graduate in Business Administration / Commerce / Management

Experience

1–4 years in administration, customer service, or operations

Experience in healthcare / service industry preferred

Skills

Excellent communication (Should flluent in English, Hindi and Kannada)

Strong documentation & reporting skills

CRM / Excel / Google Sheets proficiency

Negotiation and coordination skills

Multitasking & problem-solving ability

Ideal Candidate Traits