Office Assistant

Role Summary

Support day-to-day office and store operations: keep stock organised, prepare and email customer quotations, and coordinate dispatches so orders reach customers on time and with correct documents.

Key Responsibilities

1. Store operations

• Receive incoming goods and check them against purchase orders and delivery challans.
• Maintain the stock register (physical and in Excel/ERP). Do regular stock counts and report discrepancies.
• Store, label and arrange materials so they can be found and issued quickly.
• Pick and pack materials for orders. Flag low stock to the manager before it runs out.
• Keep the store clean, safe and organised. Handle samples and returns.

2. Quotations and email

• Prepare quotations from customer enquiries using the approved price list, and get them checked before sending.
• Email quotations, samples information and follow-ups professionally, and keep a quotation log (date, customer, item, price, status).
• Follow up on pending quotations and update the team on responses.
• Handle routine customer and supplier emails and phone calls, and forward technical queries to the right person.

3. Dispatch coordination

• Plan dispatches with the sales/management team and confirm quantities and delivery dates with customers.
• Prepare dispatch documents: invoice, packing list, delivery challan, e-way bill (if applicable), and transporter/courier booking (LR/AWB).
• Book transporters or couriers, and share tracking details with customers.
• Confirm delivery, collect proof of delivery, and follow up on delays, damages or shortages.

4. General office administration

• Maintain files and records (orders, invoices, dispatch and stock records).
• Coordinate with accounts on invoicing, payments and pending documents.
• Support purchase follow-ups with suppliers.
• Prepare simple daily/weekly MIS reports (stock, quotations sent, dispatches completed and pending).

Requirements

• Graduate (B.Com/BBA or equivalent preferred); 1-3 years' experience in office, store or dispatch work (freshers with strong basics may be considered).
• Good written English and professional email etiquette.
• Working knowledge of MS Excel and Word/Outlook. Basic Tally/ERP knowledge is a plus.
• Familiarity with GST invoicing, e-way bills and transport/courier processes is an advantage.
• Accurate, organised and comfortable with deadlines and multi-tasking.
• Willingness to do some hands-on store work (lifting and moving light goods, packing).

Skills and Attributes

• Attention to detail and honesty in record-keeping.
• Clear communication, and a habit of following up without being reminded.
• Ability to work independently and escalate issues early.