Office Administrator

We are looking for a smart, responsible, and confident Lady Office Executive who can handle day-to-day office operations for both NTI INDIA (Façade Contracting & Automatic Doors) and Nestile (Premium Roofing Solutions).

This role is a mix of Admin, HR, Documentation, Invoicing, and Customer Communication.

You will be the central point of coordination for the entire office.

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Key Responsibilities

1. Office Communication

2. Answer office calls professionally

3. Handle WhatsApp Business messages & client inquiries
4. Draft and send emails to clients, suppliers & consultants
5. Schedule meetings and maintain the MD's calendar
6. Follow up on pending tasks without reminders

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1. Invoicing & Basic Accounts

2. Create invoices, quotations, delivery notes

3. Maintain purchase/sales records
4. Help accounts team with payment follow-ups
5. Update client/vendor ledgers in Excel or Zoho Books

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1. Document Control (Very Important)

2. Properly name, save, and organize project files

3. Maintain POs, DOs, agreements, and drawings
4. Track project documentation between India–Malawi–UAE teams
5. Maintain digital folder structures for NTI & Nestile
6. Ensure all documents are up-to-date, accurate, and accessible

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1. Admin & HR Support

2. Maintain staff attendance, leave, and site movement details

3. Prepare data for monthly payroll
4. Draft offer letters, appointment letters, NDAs
5. Coordinate onboarding for new staff
6. Handle office supplies, courier, and basic maintenance
7. Track travel booking, visa, passport, and ticket details for staff

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1. Coordination

2. Coordinate with MD, project managers, suppliers & distributors

3. Maintain and update client/architect/vendor database
4. Follow-up with architects, contractors, and prospects when required
5. Organize site photos/videos from WhatsApp groups into folders

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Required Skills

• Excellent communication in English (Fluent), Malayalam (Fluent), Hindi (Basics).
• Strong command of MS Office (Word, Excel, Sheets)
• Good email drafting skills
• Fast learner with strong multitasking ability
• Ability to work independently with high responsibility
• Strong ownership and accountability
• Ability to maintain confidentiality at all times

Bonus Skills (Not mandatory but preferred):

• Zoho Books / Tally
• HR/Admin experience
• Document control experience
• Knowledge of construction/building materials

Software Knowledge (or willing to learn)

• Google Drive / Sheets
• Excel
• Gmail / Outlook
• WhatsApp Business
• CRM tools

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Personality Traits We Want

• Smart, presentable, and well-spoken
• Responsible and trustworthy
• Good memory and follow-up culture
• Can handle pressure and deadlines
• Confident decision-maker

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Salary

₹12,000 – ₹25,000 per month

(based on skills & experience)

• Performance bonus after 12 months
• Probation period – 3 Months

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Work Schedule

Monday to Saturday

9:00 AM – 6:00 PM

Location: Kochi

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Reporting To

Managing Director/Operations Head

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Career Growth

Admin → Senior Admin → Office Manager → Operations Coordinator

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How to Apply

Please apply with:

1. Updated resume

2. Recent photograph

3. A short note on why you are suitable for this role

Job Types: Full-time, Fresher

Pay: ₹12, ₹25,000.00 per month

Benefits:

• Cell phone reimbursement
• Internet reimbursement

Education:

• Bachelor's (Required)

Experience:

• Office management: 2 years (Preferred)

Language:

• English (Required)
• Malayalam (Required)
• Hindi (Preferred)

Location:

• Ernakulam, Kerala (Required)

Work Location: In person