Executive Assistant Operations

3 hours ago

Gurgaon, Haryana, India Seitz Cleaning Full time ₹ 40,00,000 - ₹ 80,00,000 per year

Designation: Executive Assistant Operations

Department: Operations (Central Management Unit)

Organization: Seitz Cleaning Solutions Pvt. Ltd.

1. Role Objective

To assist the Operational Manager in day-to-day coordination, reporting, HR administration, sales data collection, import/export documentation, and Odoo monitoring.

The role ensures smooth inter-departmental communication, timely reporting, and organized execution of operational and sales activities.

2. Key Responsibilities

A. Operational Coordination

  • Support in daily coordination across HR, Administration, Accounts, Production, Marketing, IT, and Sales teams.
  • Maintain trackers for pending actions and ensure timely updates.
  • Prepare Minutes of Meetings (MOMs) and follow up on assigned tasks.
  • Assist in weekly and monthly management report preparation and presentations.
  • Maintain documentation for approvals, SOPs, and communication logs.

B. Sales & Reporting Support

  • Supports in collecting monthly sales data from distributors and internal teams.
  • Prepare summary reports on performance, customer data, and sales vs. targets.
  • Coordinate with Country Managers, distributors, and internal teams for timely data submission.
  • Review Odoo activity reporting for accuracy and completeness.

C. HR & Administrative Support

  • Assist in attendance, leave tracking, and employee documentation.
  • Coordinate recruitment scheduling, candidate communication, and onboarding formalities.
  • Maintain employee records and HR trackers.
  • Support in administrative functions such as travel coordination, vendor follow-up, and office supplies management.
  • Organize Employee engagement activities

D. Import & Export Assistance

  • Prepare and maintain import/export documentation (invoice, packing list, shipping records).
  • Coordinate with freight forwarders and logistics agents for dispatch and delivery updates.
  • Track shipments and update the Operational Manager on progress.
  • Maintain digital records of shipments and correspondence.

E. Odoo & Project Support

  • Monitor data updates in Odoo and highlight discrepancies.
  • Support in testing and process updates during ERP or webshop implementation.
  • Generate reports and dashboards from Odoo as required by management.

F. Project Management Support

  • Assist the Operational Manager in tracking project milestones, timelines, and deliverables across departments.
  • Maintain project trackers for initiatives
  • Coordinate with internal teams, developers, and international offices for status updates.
  • Document project progress, meeting notes, and task closures.
  • Prepare project progress reports and presentations for management review.
  • Follow up on pending actions and ensure timely execution of assigned project tasks.

3. Qualifications & Skills

  • Bachelor's degree in Business Administration, Commerce, or related field
  • 1–3 years of experience in operations, HR, sales coordination, or export documentation (Mutli-departments)
  • Proficient in Excel, PowerPoint, and ERP systems (Odoo preferred)
  • Strong coordination, communication, and multitasking skills
  • Detail-oriented, proactive, and organized

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