Administrative Assistant and Records Coordinator

**Responsibilities**:

- **Records Management (Approximately 60% of time)**:

- Develop, implement, and maintain efficient and secure systems for managing physical and electronic records specific to a polymer manufacturing environment, including but not limited to:

- Product certifications and compliance documentation.
- ISO standards documentation relevant to our operations (e.g., ISO 9001, ISO 14001).
- Quality control test records and reports.
- Client records (e.g., orders, specifications, communication).
- Employee records (e.g., HR documents, training records, safety certifications).
- Ensure all records are accurately filed, indexed, and easily retrievable.
- Implement and enforce record retention policies and procedures in compliance with legal and regulatory requirements relevant to the polymer industry.
- Conduct regular audits of record-keeping systems to ensure accuracy and completeness.
- Manage access control to sensitive records, including technical specifications and formulations.
- Assist in the migration and management of digital record-keeping systems.
- Potentially catalog and organize technical documentation, material safety data sheets (MSDS), and process guidelines.
- **Administrative Support (Approximately 30% of time)**:

- Manage general office administrative tasks, including but not limited to:

- Sorting and distributing incoming mail and managing outgoing mail.
- Maintaining office supplies and placing orders as needed, potentially including lab supplies or specific stationery.
- Organizing and maintaining the office pantry and common areas.
- Liaising with cleaning staff to ensure a clean and organized office and potentially production-adjacent areas.
- Managing office equipment maintenance and repairs.
- Answering phone calls and directing them appropriately, potentially handling inquiries related to product information.
- Managing meeting room bookings and setup, potentially for technical or client meetings.
- Provide secretarial support to management, including:

- Scheduling meetings and appointments, potentially coordinating with production schedules.
- Preparing agendas and taking minutes of meetings, including technical review meetings.
- Assisting with the preparation of presentations and reports, potentially including production or quality data.
- Making travel arrangements, potentially for industry conferences or site visits.
- **Management Support (Approximately 10% of time)**:

- Provide ad-hoc administrative support to management as and when required, which may include:

- Assisting with research and data gathering related to materials, suppliers, or industry trends.
- Helping with project coordination and follow-up, potentially related to new product development or process improvements.
- Preparing basic reports and summaries, potentially on production metrics or compliance.
- Assisting with internal communications, potentially disseminating safety guidelines or quality updates.
- Other administrative tasks as assigned.

**Qualifications and Experience**:

- Minimum of 4 years of proven experience in an administrative role with a strong focus on records management, preferably within a manufacturing or technical environment.
- Experience working in the polymer, chemical, or related manufacturing industry with stringent documentation requirements is highly preferred.
- Familiarity with ISO standards relevant to manufacturing (e.g., ISO 9001, ISO 14001, potentially ISO 45001) and certification processes is a significant advantage.
- Excellent organizational and time-management skills with a strong attention to detail and accuracy, especially when dealing with technical documentation.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and experience with electronic document management systems (EDMS) or other database software. Experience with systems relevant to manufacturing (e.g., ERP) is a plus.
- Strong written and verbal communication skills, including the ability to communicate technical information.
- Ability to handle confidential information with discretion and integrity, including product formulations and client details.
- Proactive and self-motivated with the ability to work independently and as part of a team.
- Strong problem-solving skills and the ability to prioritize tasks effectively in a dynamic environment.
- A Bachelor's degree in a relevant field (e.g., Business Administration, Information Management, Science, Engineering) is desirable but not always mandatory with relevant experience.

**Job Types**: Full-time, Permanent

Pay: From ₹20,000.00 per month

Schedule:

- Day shift

Ability to commute/relocate:

- Santacruz West, Mumbai, Maharashtra: Reliably commute or planning to relocate before starting work (required)

**Experience**:

- Administrative: 4 years (required)

**Location**:

- Santacruz West, Mumbai, Maharashtra (required)

Work Location: In person