Office Assistant

Key Responsibilities:

1. Office Administration & Clerical Work:

• Handle routine office activities such as filing, photocopying, scanning, printing, and courier management.
• Maintain stationery stock, office supplies, and equipment records.
• Assist in preparation and maintenance of official records, registers, and documentation.
• Support management in scheduling meetings, preparing minutes, and maintaining follow-ups.

2. Sales Support & Coordination:

• Coordinate with sales team and customers for quotations, orders, dispatch status, and follow-ups.
• Prepare Proforma Invoices, Quotations, Sales Orders, and Delivery Challans.
• Maintain and update customer database, enquiry logs, and sales trackers.
• Follow up on pending quotations, purchase orders, and payment status.
• Coordinate with the dispatch/logistics team for timely delivery of goods.

3. Communication & Correspondence:

• Handle incoming and outgoing emails, phone calls, and courier communications.
• Draft and type official letters, emails, and reports as per management requirements.
• Liaise with vendors, clients, and inter-departmental teams for coordination.

4. Documentation & Record Keeping:

• Maintain records related to sales, purchase, dispatch, and office expenses.
• Assist in data entry, invoice filing, and maintaining hard/soft copies of documents.
• Support accounts and finance team in maintaining vouchers, bills, and receipts.

5. Support to Management & Departments:

• Provide administrative assistance to senior management in day-to-day tasks.
• Assist HR in maintaining attendance records, leave registers, and personnel files.
• Help logistics in preparing transport documents and tracking dispatches.
• Coordinate with quality or production departments for sample dispatches or documentation when needed.

6. Office Maintenance & Visitor Handling:

• Maintain a clean and organized office environment.
• Manage visitor entry, calls, and basic hospitality (tea, water, etc.).
• Ensure proper coordination with housekeeping and security staff.

Qualifications & Experience:

• Education: Graduate in any discipline (B.Com / B.A / BBA preferred).