Job Description

Office Executive / Operations Coordinator (Manufacturing & Supply Chain) -

Position Overview

Job Title:

Office Executive / Operations Coordinator (Manufacturing & Supply Chain)

Job Type & Location

Job Type:

Full-time | On-site

Location:

Joka Metro Area, Kolkata (Near Joka Metro Station)

(Excellent metro connectivity - Joka / Behala / Thakurpukur / Diamond Harbour Road)

Compensation & Growth

Salary:

?15,000 per month (Starting Salary)

Performance-based increment after probation

Long-term growth opportunity for the right candidate

Work Hours

Work Hours:

10:30 AM - 6:30 PM (Monday to Saturday)

(On-site role only)

We are a manufacturing and supply company dealing in electro-mechanical spares for large industrial clients and PSUs. We are looking for a professional, responsible Office Executive / Operations Coordinator who can independently manage office operations, documentation, client & supplier coordination, and follow-ups.

This role is critical to our daily operations and requires discipline, accuracy, follow-up skills, and professional communication.

2 weeks of structured on-the-job training will be provided.

Key Responsibilities1. Office, Records & Documentation Management

Maintain accurate physical and digital records of:

Purchase Orders (POs)

Quotations

Enquiries

Delivery & dispatch documents

Print, label, file, and archive documents systematically

Ensure documents are filed client-wise, PO-wise, and year-wise

Maintain Excel trackers for:

PO status

Delivery timelines

Pending enquiries

Due dates and follow-ups

2. Client & Supplier Coordination

Speak confidently and professionally with:

Clients (enquiries, PO status, delivery timelines)

Suppliers (material availability, dispatch schedules)

Perform regular follow-up calls and emails until closure

Track commitments and ensure deadlines are not missed

Escalate delays or issues proactively

3. Email & Written Communication

Draft and respond to emails in clear, professional English

Share quotations, documents, and follow-ups accurately

Maintain proper email records and trails

4. Registrations & Compliance Support

Compile documents as per checklists for:

New client/vendor registrations

PSU and industrial portal applications

Ensure documents are:

Complete

Properly formatted

Updated and correctly filed

5. Reporting & Accountability (Non-Negotiable)

Daily update on:

Follow-ups completed

POs received / pending

Deliveries due or delayed

Weekly Excel status report shared with management

Accuracy and timeliness are mandatory

Required Skills & Qualifications

Strong working knowledge of MS Word & MS Excel

Excel basics required: filters, formatting, SUM/COUNT

Comfortable with email handling (Gmail / Outlook)

Fluent spoken Hindi and Bengali

Good written English (email drafting is essential)

Confident speaking on phone with clients and suppliers

Strong follow-up discipline and organisational skills

Experience

Minimum 6-12 months experience in:

Office administration

Back-office / operations coordination

Manufacturing / trading / industrial office (preferred)

Professional Expectations

Punctual, reliable, and responsible

Maintains business casual dress code

Comfortable handling confidential information

Understands basics of:

Difference between quotation and PO

Delivery commitment vs dispatch date

Importance of deadlines in manufacturing

Probation & Growth

Probation period: 3 months

Confirmation & increment based on:

Accuracy of records

Follow-up discipline

Communication quality

Reliability and ownership of work

Ethics & Confidentiality

Must maintain confidentiality of:

Client pricing

Vendor terms

Internal documents and records

Who Should Apply

Candidates seeking long-term stability and growth

Candidates comfortable with responsibility and follow-ups

Candidates who enjoy structured office work

Candidates living near Joka / Behala / Thakurpukur / DH Road

Who Should NOT Apply

Freshers with no office experience

Candidates uncomfortable with phone calls, follow-ups, or documentation

Candidates looking for remote or casual roles

How to Apply

Apply with:

Updated resume

Brief note describing your current role and experience

Shortlisted candidates will be contacted for interview.

Job Type: Full-time

Pay: ₹12,000.00 - ₹20,000.00 per month

Benefits:

Cell phone reimbursement Food provided Internet reimbursement
Application Question(s):

Are you able to work full-time, on-site near Joka Metro, Kolkata (10:30 AM - 7:00 PM, Monday-Saturday)? How much relevant office/operations experience do you have? What languages you are comfortable speaking professionally on phone? Are you comfortable drafting professional emails in English (quotations, follow-ups, confirmations)? Which of the following can you do confidently in MS Excel?
(mention all that apply)

? Data entry & formatting

? Filters & sorting

? Basic formulas (SUM, COUNT)

? Maintaining trackers (POs, follow-ups)

? All of the above

This role requires regular follow-up calls and reminder emails to clients and suppliers. Are you comfortable doing this daily? If a supplier delays a delivery and the client is calling daily, what will you do? (Feel free to write in your own words how would you handle a situation. Give atleast 1 or 2 examples.) Have you previously handled filing/maintaining physical documents like POs, quotations, invoices, or registration files? Are you comfortable following a business-casual dress code and maintaining professional behaviour with clients and suppliers? The starting salary for this role is ?15,000 per month with performance-based increment after probation. Are you comfortable with this? Our workplace follows a strict policy of non-discrimination and does not tolerate inappropriate, disrespectful, or offensive behaviour based on gender, sexuality, caste, religion, disability, or personal identity. Are you comfortable working in such an environment and maintaining professional, respectful conduct at all times?
Work Location: In person