Operations Executive

Key Responsibilities

1. Expense & Bill Management

Prepare and maintain the company's daily/monthly expense sheets.

Collect, organize, and maintain bills, invoices, and expense-related documents in proper files.

Ensure all bills and supporting documents are properly recorded and available when required.

2. Office Supplies Management

Monitor and maintain office supplies and ensure sufficient stock is available.

Maintain proper records of stationery, pantry items, and other office requirements.

Identify upcoming requirements and arrange supplies on time.

3. Vendor Coordination

Coordinate with vendors for purchasing office supplies, stationery, equipment, and other required items.

Obtain quotations where required and coordinate with management for approvals.

Follow up with vendors regarding orders, deliveries, bills, and payments.

4. Office Assets Management

Maintain an updated Excel record of all company office assets.

Keep records of asset allocation, condition, movement, and returns.

Ensure the asset register is regularly updated and accurate.

5. Exhibition Client Email Coordination

Send and coordinate routine emails and communications with exhibition clients as assigned.

Maintain proper records of client communication and follow-ups.

Coordinate internally with the relevant teams to ensure client requirements are communicated and followed up properly.

6. Coordination with Accounts

Coordinate with the accountant regarding bills, invoices, payments, and expense records.

Submit bills and supporting documents to accounts on time.

Follow up on pending payments and documentation when required.

7. Employee Reimbursement Management

Collect and verify employee reimbursement claims and supporting bills.

Maintain an updated reimbursement record.

Coordinate with the accounts team to ensure approved reimbursements are cleared with the respective employee's salary in the following month.

8. Stationery & General Office Administration

Maintain stationery and other office requirements.

Coordinate with vendors for regular office maintenance and supplies.

Ensure the office has the necessary materials and supplies required for smooth daily operations.

9. Festival & Event Planning

Implement office planning and arrangements during festival seasons and special occasions.

Coordinate with all managers and relevant departments regarding requirements and responsibilities.

Ensure planned activities and arrangements are completed on time.

10. Employee Support & Issue Resolution

Listen to and understand employees' day-to-day administrative or office-related concerns.

Coordinate with the appropriate manager or department to resolve issues.

Follow up on reported issues until they are properly addressed.

Maintain a professional and supportive working environment.

Additional Responsibilities

Maintain confidentiality of company and employee information.

Ensure all operational records and Excel sheets are accurate and up to date.

Follow company policies and administrative procedures.

Take initiative in identifying operational requirements and resolving routine issues.

Coordinate with management and different departments whenever required.

Perform other operational and administrative duties assigned by management.

Required Skills

Good communication and coordination skills.

Good knowledge of MS Excel and MS Office.

Strong organizational and record-keeping skills.

Ability to manage multiple tasks and priorities.

Good follow-up and vendor management skills.

Attention to detail.

Problem-solving attitude.

Ability to work independently as well as coordinate with different teams.

Professional and responsible approach toward office operations.

Pay: Up to ₹25,000.00 per month

Application Question(s):

• How many years of experience you have as Admin Assistant or operation Executive ?
• Are you comfortable in English with the vendors and clients ?
• Our company is 5 days working, and budget for this role is up to 25000 depending on the interview, are you comfortable with that?
• What is your current CTC?

Work Location: In person