JOB DESCRIPTIONAdministration ExecutiveDepartment: Administration

Location: Rajokri, New Delhi

Employment Type: Full-Time

Experience: 2–5 Years

1. JOB SUMMARYWe are looking for a proactive, organised and detail-oriented Administration Executive to manage quotation preparation, MIS reporting, data management, office administration and inter-departmental coordination.

The ideal candidate should have strong expertise in Microsoft Excel and Google Sheets, excellent numerical accuracy, strong follow-up skills and a process-oriented approach. The candidate will be responsible for consolidating information from different departments, preparing accurate quotations and MIS reports, maintaining records and improving administrative processes through systemisation and automation.

- 2. KEY RESPONSIBILITIESA. Quotation & Order DocumentationPrepare accurate and timely quotations based on client requirements, product details and approved pricing.
- Coordinate with management and concerned departments to verify pricing, product specifications and commercial details.
- Ensure quotations are reviewed and shared within defined timelines.
- Maintain records of quotations, Sales Orders, Proforma Invoices and related documents.
- Ensure all order-related documentation is complete, organised and easily traceable.
- B. MIS, Reporting & Data ManagementCollect, verify and consolidate data received from various departments.
- Prepare weekly, fortnightly and monthly MIS reports for management review.
- Refine and structure raw data into accurate and meaningful reports.
- Maintain master data, trackers and reporting formats with high accuracy.
- Identify discrepancies, missing information and data gaps and coordinate for timely corrections.
- Use Excel and Google Sheets to improve reporting efficiency and data flow.
- C. Office Administration & FacilitiesManage day-to-day office administration and ensure smooth office operations.
- Maintain records of office assets, equipment and administrative resources.
- Coordinate office supplies, maintenance, repairs and facility requirements.
- Coordinate with vendors and service providers and follow up on pending requirements.
- Ensure the workplace remains organised,



functional and well maintained.
- D. Inter-Departmental CoordinationCoordinate with Sales, Purchase, Accounts, Stores, Operations, HR and other departments.
- Follow up for pending data, documents, approvals and other requirements.
- Ensure timely collection and submission of information.
- Maintain clear and professional communication across departments.
- Escalate delays and unresolved matters to the concerned person.
- E. Process Improvement & AutomationIdentify repetitive and manual processes that can be simplified or systemised.
- Develop efficient trackers, reporting formats and interconnected sheets.
- Improve information flow between forms, sheets and reporting systems.
- Identify opportunities to reduce manual work through automation.
- Support the implementation and improvement of administrative systems and processes.
- 3. KEY RESULT AREAS (KRAs)Quotation & DocumentationEnsure accurate and timely preparation of quotations.
- Verify pricing, quantities, product details and commercial information before release.
- Maintain complete and traceable quotation and order documentation.
- MIS & ReportingEnsure timely preparation and submission of weekly, fortnightly and monthly MIS reports.
- Maintain high accuracy and completeness of reports and underlying data.
- Ensure data is properly consolidated, refined and structured for management review.
- Identify and resolve discrepancies and missing information promptly.
- Administration & OperationsEnsure smooth execution of daily administrative activities.
- Maintain office facilities, resources and documentation accurately.
- Follow up on administrative and facility-related issues until closure.
- Data & SystemsMaintain accurate master data, trackers and reporting formats.
- Effectively utilise Excel and Google Sheets for reporting and data management.




- Improve efficiency by linking, systemising and automating repetitive processes.
- Coordination & Follow-UpEnsure timely collection of information from departments.
- Maintain consistent follow-up on pending requirements.
- Facilitate smooth inter-departmental coordination and timely escalation of delays.

4. REQUIRED SKILLS & COMPETENCIESTechnical Skills

- Advanced knowledge of Microsoft Excel and Google Sheets.
- Strong knowledge of Pivot Tables, XLOOKUP, INDEX-MATCH, IMPORTRANGE, ARRAYFORMULA, FILTER and inter-sheet linking.
- Robust MIS preparation, data consolidation and reporting skills.
- Excellent numerical and mathematical ability.
- Experience in quotation preparation and order documentation.
- Strong data management and record-maintenance skills.
- Ability to develop interconnected, simplified and automated reporting systems.

Behavioural Competencies

- Highly organised and detail-oriented.
- Strong follow-up and coordination skills.
- Logical and structured approach to work.
- Strong ownership and accountability.
- Ability to manage multiple priorities and deadlines.
- Proactive approach towards problem-solving and process improvement.
- Willingness to learn and continuously improve existing processes.
- 5. QUALIFICATION & EXPERIENCEBachelor's degree in Commerce, Business Administration, Management or a related field.
- 2–5 years of relevant experience in MIS, administration, operations, reporting or a similar role.
- Prior experience in quotation preparation and order documentation will be preferred.
- Hands-on expertise in Microsoft Excel and Google Sheets is essential.
- Experience in developing or improving automated/interconnected reporting systems will be an advantage.

6. IDEAL CANDIDATE PROFILEThe ideal candidate will be a systematic, analytical and highly organised professional who can independently manage administrative activities, prepare accurate reports, coordinate with multiple departments and ensure timely completion of assigned tasks. The candidate should have a strong command of Excel and Google Sheets and a mindset focused on accuracy, ownership, efficiency and process improvement.

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