Office Admin

We Are Hiring: Office AdministratorCompany: Solargica Power Private Limited

Location: Pune

Department: Administration and Customer Coordination

Reporting To: Director

Solargica Power Private Limited is looking for a responsible, organised, and communication-focused Office Administrator to manage day-to-day office coordination, customer communication, documentation, billing, and follow-ups.

• Key ResponsibilitiesReceive and manage incoming customer and business phone calls.
• Respond to customer enquiries through email, WhatsApp, and other communication channels.
• Receive customer orders and maintain proper order records.
• Prepare professional quotations based on approved pricing and project requirements.
• Prepare, verify, and send invoices to customers.
• Maintain records of quotations, purchase orders, invoices, receipts, and outstanding payments.
• Follow up with customers regarding quotation approvals, order confirmations, pending documents, and payments.
• Coordinate with the sales, accounts, project, and service teams.
• Send company updates, service reminders, offers, announcements, and other approved communications to customers.
• Collect customer feedback after project completion or service delivery.
• Maintain customer and enquiry databases with accurate and updated information.
• Prepare and submit the daily employee attendance report.
• Track office tasks, pending approvals, customer commitments, and follow-up schedules.
• Prepare daily and weekly administrative reports for the Director.
• Escalate important customer concerns, delayed payments, complaints, and urgent matters to the Director.
• Support the Director with correspondence, reports, documentation, scheduling, and general office coordination.
• Maintain confidentiality of company, customer, employee, and financial information.
• Required SkillsGood verbal and written communication skills.
• Professional telephone and email etiquette.
• Basic understanding of quotations, invoices, purchase orders, and payment follow-ups.
• Proficiency in Microsoft Word, Excel, email, and Google Workspace.
• Ability to maintain accurate records and manage multiple tasks.
• Strong follow-up, coordination, and time-management skills.
• Polite, confident, and customer-focused approach.
• High level of responsibility, discipline, and attention to detail.
• Ability to work independently and report clearly to management.
• Preferred QualificationsGraduate in Commerce, Business Administration, Management, or a related field.
• Previous experience in office administration, customer coordination, billing, sales support, or accounts assistance.
• Experience in the solar, electrical, EPC, construction, or service industry will be an advantage.
• Knowledge of accounting or invoicing software will be preferred.

Performance ExpectationsSuccess in this role will be measured through:

• Timely response to calls and emails.
• Accuracy of quotations and invoices.
• Regular and professional payment follow-ups.
• Proper maintenance of customer and order records.
• Timely submission of attendance and administrative reports.
• Effective coordination between customers, employees, and the Director.
• Reduction in missed follow-ups and pending communications.
• Quality of customer feedback and service experience.

Ideal CandidateThe ideal candidate should be proactive, dependable, organised, and comfortable communicating with customers. The person should take ownership of office administration and ensure that every enquiry, quotation, order, invoice, payment follow-up, and customer communication is properly recorded and completed.

Interested candidates may share their updated résumé with their current salary, expected salary, notice period, and availability.

Join Solargica Power Private Limited and become an important part of our customer service and business operations team.