Office Administrator

Position: Business Operations & Client Coordination Executive

Location: Bengaluru

Employment Type: Full-Time

About the Opportunity

If you've ever wanted to understand how a real business functions—from receiving an enquiry to collecting the final payment—this role offers a unique opportunity to do exactly that.

We are a trading company supplying goods to leading institutional clients across India. Unlike a conventional back-office position, this role provides exposure to the complete business lifecycle, allowing you to work closely with customers, vendors, logistics partners, finance teams and senior management.

You will gain hands-on experience in sales coordination, procurement, supply chain management, commercial documentation, customer relationship management, taxation processes, logistics, and business operations. For someone with curiosity, discipline, and ambition, this role can become an excellent foundation for a long-term career in business management.

Your Responsibilities

You will own and coordinate the complete order execution process.

• Customer Enquiries & QuotationsReceive and record Requests for Quotations (RFQs)
• Coordinate with vendors to confirm product availability
• Prepare and submit accurate quotations within committed timelines
• Communicate stock availability and expected delivery schedules to customers
• Follow up professionally to convert quotations into confirmed Purchase Orders
• Order ProcessingAcknowledge customer Purchase Orders promptly
• Review order details for accuracy
• Keep customers informed throughout the order lifecycle
• Ensure smooth communication between all stakeholders
• Procurement & Vendor CoordinationIssue Purchase Orders to vendors
• Coordinate with management regarding vendor payments
• Follow up with vendors on production and dispatch schedules
• Ensure vendor commitments are honoured
• Logistics CoordinationArrange transport vehicles with logistics partners
• Coordinate dispatch schedules
• Track shipments until delivery
• Resolve logistical issues proactively
• Commercial DocumentationVerify Vendor Tax Invoices and Dispatch Documents against Purchase Orders
• Generate Customer Tax Invoices
• Prepare E-Way Bills
• Ensure complete compliance of commercial documentation
• Customer Delivery ManagementCoordinate with project sites and receiving teams
• Schedule deliveries
• Ensure successful unloading and receipt of materials
• Handle delivery-related communication promptly
• Payment Follow-upCollect Proof of Delivery (Signed & Sealed Delivery Documents)
• Submit delivery documents to customer procurement/accounts departments
• Follow up professionally until payment is received
• Keep management updated on outstanding receivables

Documentation & Record ManagementMaintain organised records of:

• RFQs
• Quotations
• Customer Purchase Orders
• Vendor Purchase Orders
• Vendor Proforma Invoices
• Vendor Tax Invoices
• Company Tax Invoices
• Proof of Deliveries
• Payment Receipts
• Expense Records
• Purchase Files

Skills & Qualifications

We are less interested in years of experience and more interested in attitude, ownership and willingness to learn.

You should have:

• Excellent communication skills in English, Hindi and Kannada
• Good written and verbal communication
• Intermediate to Advanced knowledge of Microsoft Excel and Microsoft Word
• Basic understanding of AI tools such as ChatGPT for improving productivity
• Strong numerical aptitude and basic commercial mathematics
• Ability to learn quickly and adapt to changing situations
• Good organisational and time management skills
• Ability to prioritise multiple tasks
• Professional telephone etiquette
• Attention to detail

Personal AttributesThe ideal candidate is someone who:

• Takes ownership rather than waiting for instructions
• Communicates confidently and respectfully
• Enjoys solving problems
• Builds trust with customers and suppliers
• Works calmly under pressure
• Learns from mistakes and continuously improves
• Values honesty above convenience
• Demonstrates empathy and understands customer expectations
• Maintains complete integrity in every business transaction

What You Will LearnThis role provides practical exposure to:

• B2B Sales Coordination
• Procurement & Vendor Management
• Supply Chain & Logistics
• Commercial Documentation
• GST Documentation & E-Way Bills
• Customer Relationship Management
• Business Communication
• Negotiation Skills
• Payment Collection & Working Capital Management
• ERP & Business Systems
• AI-assisted workplace productivity
• End-to-end business operations

Very few entry-level roles provide exposure to every stage of a commercial transaction. By the end of your first year, you will have developed an understanding of how successful trading businesses operate across procurement, sales, logistics, finance, and customer service.

Career Growth

This is not intended to remain a clerical role.

Candidates who demonstrate ownership, commercial understanding, initiative, and leadership can progressively take on responsibilities in:

• Key Account Management
• Vendor Development
• Business Operations
• Supply Chain Management
• Commercial Management
• Sales & Business Development
• Team Leadership

Growth within the organisation is based on capability, reliability, and willingness to learn.

Who Should Apply?

This role is ideal for someone who wants to build a career in business rather than simply perform a job.

If you enjoy interacting with people, solving operational challenges, learning how businesses function from the inside, and taking ownership of meaningful responsibilities, we'd like to hear from you.