Office Coordinator

Company Name: UNISPARES

Department: Office Coordination

Job Location: B 131, PHASE II , NOIDA

Reporting To: HR Manager / Plant Head / Management

Industry: Automobile Parts Manufacturing & Export

1. Job Purpose

To ensure smooth day-to-day office operations, maintain proper documentation, coordinate with internal departments, and provide administrative support for domestic and international export-related activities.

2. Roles and Responsibilities

A. Office Administration

• Manage daily office activities and ensure the smooth functioning of office operations.
• Maintain office files, records, registers, and important documents.
• Handle incoming and outgoing calls, emails, courier services, and correspondence.
• Maintain office stationery and other administrative supplies.
• Coordinate office meetings, appointments, and visitor arrangements.

B. Export Documentation and Coordination

• Assist in preparing and maintaining export-related documents.
• Coordinate with the export team, logistics team, transporters, freight forwarders, and CHA (Customs House Agent).
• Maintain records of purchase orders, sales orders, invoices, packing lists, and dispatch documents.
• Follow up on shipment schedules and delivery status.
• Maintain proper records of customer communications and export shipments.
• Assist in preparing shipping documents as per company procedures.

C. Interdepartmental Coordination

• Coordinate with Production, Quality, Stores, Dispatch, Purchase, Accounts, and HR departments.
• Follow up on pending tasks and ensure timely communication between departments.
• Collect daily reports and share updates with the concerned management.
• Support coordination for customer visits, vendor meetings, and official inspections.

D. Data Entry and Record Management

• Maintain accurate data in Excel, ERP, or other company software.
• Prepare daily, weekly, and monthly reports as required.
• Maintain records of dispatches, inward and outward materials, and office correspondence.
• Ensure the confidentiality and security of company information.

E. Vendor and Customer Coordination

• Communicate professionally with customers, suppliers, and service providers.
• Follow up on pending documents, quotations, orders, and deliveries.
• Respond to routine inquiries and forward technical or commercial matters to the concerned department.
• Maintain updated contact details of customers, vendors, and business associates.

F. General Administrative Support

• Assist HR and Accounts with documentation whenever required.
• Support audit preparation by arranging relevant records and documents.
• Ensure office discipline, cleanliness, and proper document filing.
• Perform other administrative duties assigned by management.

3. Educational Qualification

• Graduate in any discipline; preferably MBA, (From machenical side) b.tech
• Diploma or certification in Office Administration will be an added advantage.

4. Experience

• 1–3 years of experience in office administration, coordination, or export documentation.
• Experience in an automobile or manufacturing company will be preferred.

5. Required Skills

• Good communication and coordination skills.
• Proficiency in MS Office, especially Excel, Word, and Outlook.
• Knowledge of email correspondence and documentation.
• Basic understanding of export procedures and shipping documents.
• Good organizational and time-management skills.
• Attention to detail and ability to handle multiple tasks.
• Professional behavior and confidentiality.

6. Key Performance Indicators (KPIs)

• Accuracy and timely completion of documentation.
• Timely follow-up on pending tasks and shipments.
• Proper maintenance of office records and files.
• Effective coordination between departments.
• Timely submission of reports to management.
• Minimal errors in data entry and documentation.

7. Working Conditions

• Full-time position.
• Work at the company office or manufacturing plant.
• Coordination with multiple departments and external business partners.

__

Pay: ₹25,000.00 - ₹35,000.00 per month

Benefits:

• Flexible schedule
• Internet reimbursement
• Leave encashment
• Paid sick time
• Paid time off

Work Location: In person