Administration Executive

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)

Application Question(s):

• Graduation in B.sc Fire safety
• Willing to work in Fire Safety Admin Executive

Education:

• Bachelor's (Preferred)

Language:

• Hindi (Preferred)
• English (Preferred)

Work Location: In person