Job Purpose To manage day-to-day office administration along with dispatch coordination, customer communication, material purchasing, vendor coordination, documentation, and internal coordination with the Sales, Purchase, Accounts, and Service teams.

Key Responsibilities

1. Office Administration

- Manage day-to-day office administrative activities and ensure smooth office operations.
- Maintain office records, documents, files, and important company data.
- Handle emails, correspondence, courier, and official communication.
- Maintain office stationery and administrative requirements.
- Coordinate with internal departments for routine office requirements.

2. Dispatch & Logistics Management

- Manage complete dispatch activities from order readiness to material delivery.
- Coordinate with the Stores and Accounts teams for timely dispatch.
- Prepare and verify dispatch documents such as Invoice, E-Way Bill, Delivery Challan, Packing List, LR/GR, and other required documents.
- Coordinate with transporters and courier agencies for material pickup and delivery.
- Track dispatched materials and maintain proper delivery status records.
- Follow up with transporters regarding delayed or pending deliveries.
- Coordinate with customers regarding dispatch schedules and expected delivery dates.
- Maintain dispatch records and proof of delivery (POD).
- Ensure that the correct material is dispatched against the respective customer PO/order.

3. Customer Handling & Coordination

- Handle key account customer calls, emails, and communication professionally.
- Coordinate with customers regarding order status, dispatch, delivery, documentation, and payment-related queries.
- Share quotations,



order confirmations, dispatch details, invoices, and other required documents with customers.
- Follow up with customers for pending information, purchase orders, approvals, and delivery confirmations.
- Coordinate customer complaints and forward technical/commercial issues to the concerned department.
- Maintain good professional relationships with existing customers.
- Support the Sales Team in day-to-day customer coordination and follow-ups.

4. Material Purchasing & Purchase Coordination

- Coordinate day-to-day purchase requirements based on project and customer orders.
- Collect material requirements from Sales, Service, Projects, and Stores teams.
- Prepare Purchase Requisitions and Purchase Orders as required.
- Obtain quotations from suppliers and compare prices, delivery schedules, and commercial terms.
- Coordinate with vendors for material availability, pricing, delivery, and order status.
- Follow up with suppliers for timely delivery of materials.
- Maintain supplier/vendor records and purchase documentation.
- Coordinate with Stores for material receipt and availability.
- Check received materials against Purchase Orders and delivery documents.
- Coordinate with Accounts regarding supplier invoices and payment documentation.




- Maintain proper records of pending purchase orders and material shortages.

5. Sales & Project Coordination

- Support the Sales Team in preparing and maintaining customer-related documents.
- Maintain records of customer enquiries, quotations, purchase orders, and order status.
- Coordinate internally to ensure timely execution of customer orders.
- Follow up with concerned departments for pending material, dispatch, documentation, and delivery.
- Maintain project/order-wise documentation.

Required Skills

- Good communication and customer-handling skills.
- Good knowledge of MS Excel, Word, and Email.
- Basic understanding of purchase, sales, dispatch, and invoicing processes.
- Positive follow-up and coordination skills.
- Ability to communicate with customers, vendors, transporters, and internal teams.
- Good documentation and record-keeping skills.
- Ability to manage multiple activities simultaneously.
- Good negotiation and vendor coordination skills.
- Responsible, organized, and proactive approach.

Key Performance Areas (KPI)

- Timely and error-free dispatch.
- On-time material procurement.
- Proper customer communication and follow-up.
- Timely closure of pending purchase and dispatch activities.
- Accurate documentation and MIS reporting.
- Vendor response and delivery coordination.
- Customer satisfaction and timely resolution of routine issues.
- Proper coordination between Sales, Purchase, Stores, Accounts, and Service teams.

Pay: Up to ₹25,000.00 per month

Benefits

- Cell phone reimbursement
- Life insurance
- Paid time off
- Provident Fund

Work Location: In person

📌 Office Administration & Coordination (Indore)
🏢 RST Engineering India
📍 Indore