: Admin & Operations Executive

Company: Zash Store LLP

Location: Kochi, Kerala, India

Position Type: Full-Time

Reports Directly To: Founder / Operations Team

Role Overview The Admin & Operations Executive will be responsible for supporting the day-to-day administrative and operational functioning of Zash. This is a hands-on role that requires strong organization, attention to detail, communication skills, and the ability to manage multiple responsibilities simultaneously.

At Zash, we are building a premium, conscious-led lifestyle brand with operations spanning design, sourcing, manufacturing, vendor management, logistics, and brand development. The ideal candidate will play an important role in keeping these functions organized and ensuring that tasks, documentation, communication, and follow-ups are completed efficiently.

The right candidate should be proactive, dependable, comfortable working in a fast-moving environment, and capable of taking ownership of tasks from start to finish.

Key Responsibilities & Scope of Work. Administrative Management

- Manage day-to-day office administration and operational requirements.
- Maintain organized physical and digital records, documents, invoices, purchase records, and company files.
- Manage office supplies, stationery, courier requirements, and other administrative needs.
- Handle incoming calls, emails, messages, and general correspondence.
- Assist in preparing documents, reports, presentations, trackers, and internal communications.
- Ensure important documents and information are properly filed and easily accessible.

1. Vendor Coordination & Follow-ups

- Coordinate with vendors, suppliers, manufacturers, packaging partners, logistics companies, and service providers.
- Follow up regularly on pending quotations, orders, samples, deliveries, invoices, and payments.
- Maintain updated vendor databases and contact information.
- Track timelines and ensure pending tasks are followed through to completion.
- Escalate delays, issues, or discrepancies to the relevant team member in a timely manner.

1. Operations & Tracking

- Maintain daily and weekly operational trackers.
- Track purchase orders, samples, fabrics, trims, packaging materials, inventory, and deliveries where required.




- Assist the sourcing and design teams with documentation and coordination.
- Maintain records related to product development and production.
- Coordinate movement of samples and materials between vendors, manufacturers, and the Zash office.
- Assist in monitoring operational deadlines and ensuring timely completion of tasks.

1. Documentation & Accounts Support

- Maintain and organize vendor invoices, bills, quotations, purchase records, and expense documentation.
- Assist with purchase and payment documentation.
- Coordinate with the accounts team for required records and supporting documents.
- Maintain accurate spreadsheets and databases for administrative and operational information.
- Assist in preparing basic reports and summaries when required.

1. Team Coordination & General Support

- Coordinate between internal teams and external stakeholders to ensure smooth communication.
- Schedule meetings and maintain calendars where required.
- Record meeting notes and maintain action-point trackers.
- Follow up with team members on pending responsibilities and deadlines.
- Support the Founder and management team with day-to-day administrative requirements.
- Take ownership of ad-hoc operational tasks and ensure timely completion.

Required Qualifications & Competencies Education: Bachelor’s degree in Business Administration, Commerce, Management, or a related field.

Experience: 1–3 years of experience in administration, operations, coordination, office management, or a related role. Fresh graduates with robust organizational and communication skills may also be considered.

Communication: Strong written and spoken English with the ability to communicate professionally with internal teams, vendors, manufacturers, and external partners.

Tech-Savviness: Good working knowledge of modern office and productivity tools, including:





- Google Workspace — Docs, Sheets, Slides, Forms, and Calendar
- Microsoft Office — particularly Excel and Word
- Email and digital communication platforms
- Cloud-based file management systems
- Experience with Zoho, CRM, ERP, or project management platforms is an advantage.

Organizational Skills: Excellent attention to detail with the ability to maintain multiple trackers, documents, deadlines, and follow-ups simultaneously. Problem-Solving Mindset: A proactive, "get-it-done" attitude with the ability to identify problems, find practical solutions, and work independently when required.

Professionalism & Discretion: Ability to handle company, vendor, financial, and operational information with confidentiality and professionalism.

Coordination Skills: Comfortable communicating with multiple stakeholders and consistently following up until tasks are completed.

Preferred Qualifications

- Previous experience in fashion, apparel, retail, lifestyle, manufacturing, sourcing, or e-commerce.
- Familiarity with garment production, sourcing, vendors, inventory, or logistics.
- Experience working in a startup or fast-growing company.
- Basic understanding of purchase orders, invoices, quotations, and vendor documentation.
- Knowledge of Canva or basic design/creative tools is an advantage.
- Finance or accounting background will be an added advantage.

What We Offer The opportunity to work closely with the Founder and gain hands-on exposure to the building of a premium, sustainability-led lifestyle brand. A dynamic work setting with exposure to fashion, sourcing, manufacturing, operations, vendor management, and brand development.

The opportunity to grow into a larger operations, administration, or management role as Zash scales.

A collaborative and purpose-driven work culture focused on building a modern, responsible global lifestyle brand.

Pay: From ₹25,000.00 per month

Benefits

- Paid sick time

Ability to commute/relocate:
- Kakkanad, Kochi, Kerala: Reliably commute or planning to relocate before starting work (Required)

Education:
- Master's (Preferred)

Language:
- English (Required)

Work Location: In person

📌 Admin & Operations Executive (Kakkanad)
🏢 Zash Store
📍 Kakkanad