Office Administrator

1. Office Administration

• Manage day-to-day office operations and ensure smooth workflow across departments.
• Handle incoming calls, emails, and correspondence professionally.
• Maintain organized records of office documents, files, and project folders.
• Manage attendance, leave records, and basic HR documentation.
• Ensure the office premises, supplies, and facilities are properly maintained.

2. Project & Site Coordination

• Coordinate between office staff, project engineers, and site teams for smooth project execution.
• Track material movement and daily progress from installation sites.
• Prepare and maintain project-related files such as quotations, purchase orders, invoices, and inspection reports.
• Support engineers with documentation needed for system design and client handovers.

3. Procurement & Inventory Support

• Assist in sourcing quotations from suppliers for panels, inverters, cables, and accessories.
• Maintain stock registers and update material inflow/outflow records.
• Coordinate with logistics and vendors for timely material delivery to sites.
• Support the purchase department in invoice verification and vendor follow-up.

4. Accounts & Administrative Support

• Maintain petty cash and track office expenses.
• Assist in preparing invoices, receipts, and payment follow-ups.
• Keep records of client payments and supplier bills for accounting reference.
• Support in internal audits and documentation for ISO or compliance requirements.

5. KSEB Documentation & Liaison

• Prepare and submit KSEB application forms for grid-connected, off-grid, or hybrid solar systems.
• Register projects under KSEB, ANERT, or MNRE schemes, ensuring all forms and attachments are accurate.
• Coordinate with KSEB section offices, divisions, and circles for approvals, inspections, and connection agreements.
• Prepare technical documents like single-line diagrams (SLD), inverter specs, load details, and consumer information.
• Handle net-metering applications, agreements, and synchronization certificates.
• Schedule KSEB site inspections and assist engineers during inspections.
• Maintain digital and physical records of all KSEB submissions, approvals, and related correspondence.
• Update clients on application progress, approvals, and KSEB-related billing procedures.
• Stay updated with KSEB circulars, ANERT policies, and solar scheme guidelines.

6. Client & Front Office Support

• Greet and assist walk-in clients or visitors at the office.
• Communicate professionally with customers and provide updates on project and KSEB status.
• Prepare proposals, quotations, and supporting documents for client meetings.
• Maintain good customer relationships and ensure timely responses to queries.

7. Reporting & Management Support

• Prepare weekly and monthly reports on project progress, KSEB applications, and office operations.
• Follow up with internal departments for task completion.
• Support management in meetings, scheduling, and document preparation.

Preferred Skills & Qualifications

• Bachelor's degree in Administration, Commerce, Engineering or related field.
• 5+ years of experience in office administration (experience in solar or electrical companies preferred).
• Knowledge of KSEB solar documentation process and ANERT procedures.
• Proficiency in MS Office (Excel, Word, Outlook) and document formatting.
• Strong communication skills in Malayalam and English.
• Good organizational and multitasking ability.

Job Types: Full-time, Permanent

Pay: ₹10, ₹18,000.00 per month

Experience:

• Microsoft Office: 5 years (Required)
• total work: 5 years (Required)

Language:

• English (Required)

Location:

• Edappal, Kerala (Required)

Work Location: In person