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.
| 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: ₹20,000.00 - ₹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)
Education:
Bachelor's (Preferred)
Language:
Hindi (Preferred)
English (Preferred)
Work Location: In person
Expected Start Date: 10/09/2025
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