Administration Executive

**Job Title: Admin Executive**

Department: Administration

Reports To: Operations Manager

Location: Ahmedabad

Employment Type: Full-time

We are seeking a detail-oriented and proactive **Admin Executive** to manage communication, coordinate service calls, handle documentation, and support administrative and operational functions across the organization. The Admin Executive will act as a key liaison between clients, engineers, and internal departments, ensuring smooth execution of tasks and timely follow-ups.

**Key Responsibilities**
- Convert relevant communications into actionable tasks.

**2. **WhatsApp & Phone Inquiry Handling**
- Monitor WhatsApp messages daily for new inquiries or requests.
- Coordinate follow-ups and assign tasks to relevant team members.
- Answer incoming phone calls and provide basic company/contact information.

**3. Service Call Management**
- Verify completed job calls and check invoice status.
- Maintain Invoice Pending and Quotation Pending Lists as needed.
- Follow up on ongoing jobs and schedule next-day assignments.
- Confirm availability of Engineers and update the job diary accordingly.

**4. Annual Maintenance Contract (AMC) Handling**
- Edit and send AMC visit reports; save in appropriate folders.
- Generate AMC calls monthly and update AMC Master Sheet.
- Send AMC reports and invoice details to respective personnel.
- Follow up with clients post-invoice and respond to past AMC report requests.

**5. Material & Delivery Management**
- Check the delivery status of materials and close calls upon completion.
- Follow up for pending deliveries.

**6. Purchase Orders (PO) & Installations**
- Record new customer/site details in the Site Details Register.
- File hard copies of POs and create necessary service calls.
- Forward installation reports and BOQs to the billing department for invoicing.

**7. Reports & Documentation**
- Share Site Survey/Callout Reports for quotation preparation.
- Prepare and share drawings as per requests.
- Create and compile handover files upon project completion.

**8. Software & IT Support**
- Report and resolve software errors in coordination with IT Team.
- Install required software on office systems.
- Train new staff and provide MAS software demos as needed.

**9. Administrative Tasks**
- Arrange travel bookings for site visits by engineers or office staff.
- Ensure urgent tasks are handled remotely or delegated appropriately during leave.

**10. Weekly & Monthly Tasks**
- Task | Frequency | Responsibility |
- AMC Invoice Follow-up | Weekly | Admin Executive |
- AMC Call Generation | Monthly | Admin Executive |
- Leave Sheet Update | Monthly | Admin Executive |
- PO Data Entry & Filing | As Needed | Admin Executive |
- Job Diary Update | Daily | Admin Executive |

**Skills & Qualifications**
- Proven experience in an administrative or coordination role.
- Excellent written and verbal communication skills.
- Strong organizational and multitasking abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Knowledge of CRM or service management software is an advantage.
- Ability to handle confidential information responsibly.
- Fluent in English, Hindi, and Gujarati (preferred).

**Key Attributes**
- Detail-oriented and proactive.
- Team player with strong interpersonal skills.
- Quick learner with adaptability to dynamic work environments.
- Ability to prioritize and manage time effectively.

Pay: ₹20,000.00 - ₹25,000.00 per month

**Benefits**:

- Health insurance

Ability to commute/relocate:

- Science City, Ahmedabad, Gujarat: Reliably commute or planning to relocate before starting work (preferred)

**Education**:

- Bachelor's (preferred)

**Language**:

- Hindi (preferred)
- English (preferred)

Work Location: In person

Expected Start Date: 01/10/2025