Position: Admin & Commercial Executive

Department: Administration & Commercial

Reporting To: Operations Manager / General Manager / Managing Director

Job Location: Office / Factory

Experience:

3–6 Years in Administration, Commercial Operations, Procurement Support, or Project Coordination, preferably in the manufacturing or construction industry.

Qualification

- Bachelor's Degree in Commerce, Business Administration, Management, or a related field.
- Diploma or certification in Office Administration is an added advantage.

Job Summary

We are looking for a proactive and organized Admin & Commercial Executive to manage office administration, commercial documentation, purchase coordination, client correspondence, and day-to-day operational support. The ideal candidate should have excellent communication skills, strong documentation abilities, and experience in coordinating with multiple departments to ensure smooth business operations.

Key ResponsibilitiesAdministration

- Manage daily office and factory administrative activities.
- Maintain employee attendance, leave records, and office registers.
- Coordinate travel, accommodation, and meeting arrangements.
- Ensure availability of office stationery and administrative supplies.
- Maintain filing systems for physical and digital records.
- Coordinate housekeeping, security, and office maintenance activities.

Commercial Coordination

- Prepare commercial documents, quotations, purchase orders, work orders, and service agreements.
- Maintain records of customer enquiries, quotations, and order confirmations.
- Coordinate with clients regarding documentation and approvals.
- Ensure all commercial documents are accurate and properly filed.
- Track contract documents, amendments, and project correspondence.

Procurement Support





- Coordinate with the Procurement team for material requisitions and purchase orders.
- Follow up with suppliers regarding quotations, deliveries, and pending materials.
- Maintain supplier database and price comparison statements.
- Support vendor registration and documentation.

Project & Client Coordination

- Coordinate with the Sales, Design, Production, Stores, Accounts, and Project teams.
- Maintain project documentation and progress records.
- Assist in preparing project schedules, delivery plans, and client communications.
- Arrange meetings with clients, consultants, and suppliers.
- Follow up on pending approvals and documentation.

Documentation & Reporting

- Prepare daily, weekly, and monthly administrative and commercial reports.
- Maintain document control for project files.
- Prepare letters, reports, meeting minutes, and official correspondence.
- Maintain trackers for enquiries, purchase orders, deliveries, invoices, and payments.

Customer & Vendor Communication

- Respond professionally to customer and supplier enquiries.
- Coordinate delivery schedules and documentation.
- Maintain effective communication with internal and external stakeholders.
- Ensure prompt resolution of routine administrative and commercial issues.

Compliance & Record Management

- Maintain confidential company records.
- Ensure documentation complies with company policies and procedures.
- Support audits by organizing and providing required documents.




- Maintain proper document version control.

Required SkillsCommercial & Administrative Skills

- Office administration.
- Commercial documentation.
- Purchase order and work order preparation.
- Vendor coordination.
- Customer communication.
- Document management and record keeping.

Software Skills

- Microsoft Excel (Mandatory)
- Microsoft Word
- Microsoft Outlook
- Microsoft PowerPoint
- ERP Software (Preferred)
- Basic AutoCAD knowledge (Optional)

Soft Skills

- Excellent communication and interpersonal skills.
- Strong organizational and multitasking abilities.
- Attention to detail and accuracy.
- Time management.
- Problem-solving mindset.
- Professional attitude and confidentiality.
- Ability to work under deadlines.

Key Performance Indicators (KPIs)

- Accuracy of commercial documentation.
- Timely preparation of quotations, purchase orders, and reports.
- Effective coordination between departments.
- Document filing accuracy.
- Timely response to client and vendor requests.
- Administrative efficiency.
- Compliance with documentation standards.
- Internal stakeholder satisfaction.

Preferred Industry Experience

Candidates with experience in the following industries will be preferred:

- Aluminium Doors & Windows
- Construction
- Manufacturing
- Building Materials
- Engineering
- Interior Fit-Out
- Façade & Glazing

Personal Attributes

- Well-organized and dependable.
- Strong coordination and follow-up skills.
- Professional communication.
- Positive attitude and willingness to learn.
- Ability to handle multiple tasks simultaneously.
- High level of integrity and confidentiality.

Salary

Market-competitive salary based on experience, qualifications, and performance.

Pay: ₹20,000.00 - ₹40,000.00 per month

Work Location: In person

📌 Admin & Commercial Executive (India)
🏢 COSMO GRANITE
📍 India