Office Administrator

Role Summary

This pivotal role operates at the center of our enterprise, acting as the essential liaison among the sales department, clients, and logistics teams to guarantee seamless order progression from inquiry to final delivery. The position suits individuals who are highly organized, responsive, and able to take responsibility proactively.

A technical background is not necessary; however, candidates must demonstrate dependability, effective communication skills, and the capacity to juggle multiple assignments simultaneously.

Key Responsibilities

• Manage customer inquiries received through WhatsApp, email, and phone to prepare quotations utilising sales team input.
• Dispatch quotations promptly, consistently follow up with clients, and keep the sales team informed regarding client feedback.
• Confirm and accurately process purchase orders from customers.
• Generate sales invoices via billing software such as BillBook.
• Maintain precise and up-to-date records of all orders, invoices, and customer payments.
• Promptly share invoices with customers upon order confirmation.
• Monitor overdue payments and communicate with customers through phone, WhatsApp, and email to pursue outstanding balances.
• Notify sales and management teams regarding any overdue accounts.
• Keep a straightforward tracker comparing payments received against pending amounts.
• Coordinate with suppliers and warehouse teams to ensure order readiness for dispatch.
• Arrange courier, porter, and transporter services for deliveries.
• Track shipments and keep customers informed about delivery schedules.
• Manage and resolve delivery-related complications by liaising between customers and logistics partners.
• Handle incoming and outgoing phone communications professionally.
• Compose and reply to emails on behalf of the sales team.
• Maintain well-organized documentation, both digitally (Google Sheets/Drive) and in physical format.
• Provide miscellaneous operational assistance to management as required.

Required Skills and Qualifications

• Proficiency in English communication, both written and spoken, capable of independently drafting professional emails.
• Fluency in Kannada is mandatory.
• Comfortable and confident on telephone conversations.
• Basic knowledge of MS Excel or Google Sheets to track orders and payments.
• Willingness and ability to learn billing software such as BillBook; training will be provided.
• Strong organizational skills with keen attention to detail.
• Competence in multitasking and prioritizing duties without oversight.
• Proactive in following up without external reminders.

Additional Preferred Experience

• Background in back-office or operations roles within trading, distribution, or manufacturing sectors.
• Understanding of fundamental GST invoicing principles.
• Familiarity with billing or inventory management software like Vyapar, BillBook, Zoho, or similar.