Administration Assistant
17 hours ago
Role Summary
Were seeking a proactive Administrative Assistant to manage order bookings, invoicing, HR coordination, and transport logistics (inward & outward). The role supports shop-floor, stores, accounts, and HR to keep documents accurate and dispatches on time.
Key Responsibilities
Order & Billing
Book customer orders in ERP and maintain order files.
- Prepare invoices; send to Head Office for signing and share with customers.
Generate GST e-Invoices & e-Way Bills; ensure 100% compliance and filing.
Dispatch & Transport Coordination
Prepare ready/issue slips and material documentation (incl. copper plant materials).
- Coordinate material loading, verify box count, and maintain cost/monitoring sheets.
Arrange vehicles, share LR/GR details, and track delivery till the customer receives material.
Contractor & HR Support
Sign-off factory/contractor sheets with supervisors.
- Compute contractor attendance and submit to HR/Accounts.
Arrange new manpower and introduce/onboard new contractors as required.
Office Administration
Electricity bill payment & filing and upkeep of statutory/utility records.
- Coordinate small construction/maintenance tasks and general office needs "as and when".
Maintain neat, audit-ready files (POs, DCs, invoices, EWB, gate in/out, vehicle records).
Coordination & Reporting
Daily MIS on orders, dispatches, and pending documents.
- Cross-functional coordination with Stores, Production, QC, Accounts, and HO.
Skills & Attributes
- Strong documentation accuracy and follow-through.
- Good communication with drivers, vendors, and internal teams.
- Excel (VLOOKUP, filters, pivot basics); email etiquette; Hindi/English (Gujarati an advantage).
- Ownership mindset, urgency for dispatch timelines, and team spirit.
KPIs
- Zero error in invoice/e-invoice/e-way bill.
- On-time dispatch & POD closure.
- 100% attendance & contractor sheet accuracy.
- Timely utility payments and complete filing.
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