
Administration Executive
2 weeks ago
Job Title: Admin Executive
Department: Administration
Reports To: Operations Manager
Location: Ahmedabad
Employment Type: Full-time
Job Description
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
1. Email & Communication Management
* Review incoming emails from clients and internal teams.
* Categorize emails into relevant sections: Site Visits, Purchase Orders (PO), Test Certificates, Internal Communication.
* Convert relevant communications into actionable tasks.
* Assist in drafting and formatting formal emails, using templates where available.
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.
* Share contact/email for new client inquiries.
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.
Job Type: Full-time
Pay: ₹20, ₹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
-
Administration Executive
5 days ago
Science City, Ahmedabad, Gujarat, India Firesystems Pvt Ltd Full time**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....
-
Sales & Marketing Executive
2 weeks ago
Science City, Ahmedabad, Gujarat, India MAS Solutions Full time**Company Description** MAS SOLUTIONS in Ahmedabad provides tailored administrative assistance services for businesses of all sizes. We prioritize understanding and evolving with each client's unique needs to enhance their operational efficiency. Our goal is to save time and streamline processes for our clients through personalized solutions and...
-
Admin Executive
5 days ago
Science City, Ahmedabad, Gujarat, India Pramukh Exports Full time ₹ 3,15,000 - ₹ 4,20,000 per yearJob Summary:We are seeking a detail-oriented and organized Admin Executive to support the daily administrative and operational activities of our export business. The ideal candidate will assist in documentation, coordination, and communication related to export orders, logistics, and office management.Key Responsibilities:Handle all administrative duties...
-
HR Executive
5 days ago
Science City, Ahmedabad, Gujarat, India Matrixbrains Full time ₹ 3,00,000 - ₹ 4,20,000 per yearWe're Hiring – HR Executive / HR ManagerDrive recruitment, employee engagement, and HR operations with usLocation: Science City, Ahmedabad (On-Site)Experience: 2 to 5 Years (HR/Recruitment)Job Type: Full-TimeKey ResponsibilitiesEnd-to-end talent acquisition: job posting, screening, interviewing, and onboardingManage HR operations including payroll inputs,...
-
Admin & Front Office Executive
2 weeks ago
Science City, Ahmedabad, Gujarat, India Jyoti Hospital & ICU Full time**We're Hiring!** **Position**: Admin & Front Office Executive **Location**: Science City **Full-Time | Immediate Joining Preferred** Are you a people-person with a knack for organization and multitasking? We’re looking for a dynamic **Admin and Front Office Executive** to be the face of our company and the backbone of our daily operations! **What You'll...
-
Front Desk Executive
2 weeks ago
Science City, Ahmedabad, Gujarat, India HARRY INTERNATIONAL Full timePosition: Admin & Front Office Executive Location: Science City Full-Time | Immediate Joining Preferred Are you a people-person with a knack for organization and multitasking? We’re looking for a dynamic Admin and Front Office Executive to be the face of our company and the backbone of our daily operations! What You'll Do: Welcome guests with a smile...
-
Purchase Executive
2 days ago
Science City, Ahmedabad, Gujarat, India Jain Lifecare Pvt Ltd Full time**Position Title**:Purchase Executive **Location**:Science City, Ahmedabad, Gujarat **CTC Range**:₹2.6 - ₹3.3 LPA **Reporting To**:Sr. Purchase Executive **Experience Required**:0-2 years **Educational Qualifications**: - Bachelor's degree in Commerce, Business Administration, Supply Chain Management, or Pharmacy (B.Pharm). - Basic knowledge of...
-
SEO Executive
45 minutes ago
Science City, Ahmedabad, Gujarat, India POSIMYTH Innovations Full timeThe SEO Executive will be responsible for developing and implementing effective SEO strategies to improve the online visibility and search engine rankings of the company's website and online properties. They will work closely with the digital marketing team to drive traffic, leads, and conversions through organic search. Key **Requirements**: - Preparing...
-
Administrative Assistant/receptionist
1 week ago
Science City, Ahmedabad, Gujarat, India Jyoti Hospital & ICU Full timeAdmin_Tele-Counselor_Back Office Executive - **Good Typing Speed in Hindi, English and Gujarati.** **Job Types**: Full-time, Permanent Pay: ₹12,000.00 - ₹20,000.00 per month **Benefits**: - Health insurance Schedule: - Day shift - Evening shift - Morning shift - Night shift - Rotational shift Work Location: In person
-
Administrative Executive
20 minutes ago
Makarba, Ahmedabad, Gujarat, India Trueskilla Full time**Administrative Executive** Location: Ahmedabad Shift Timing: 2:00 PM - 11:00 PM Experience: 1-2 years We are seeking a highly organized and detail-oriented Administrative Executive to join our team. The Administrative Executive will be responsible for managing office operations, providing administrative support to various departments, and ensuring smooth...