JOB DESCRIPTION

Designation: Admin Executive
Department: Administration
Job Purpose: Corporate Administration & Operations Support
Experience: 1–3 Years
Reporting To: HR / Admin Manager
Document Type: Official Job Description

JOB PURPOSE

To handle daily computer-based administrative activities, maintain accurate company records, prepare reports, manage official documentation, and support Purchase Order (PO) preparation and related documentation to ensure smooth and effective office operations.

KEY RESPONSIBILITIES1. Reporting & Spreadsheets

- Prepare daily, weekly, and monthly operational reports using MS Excel.
- Create, maintain, and update Excel sheets as required by management.
- Prepare data summaries and reports for management review.

2. Data Management

- Enter and update data accurately in MS Excel and company ERP/enterprise systems.
- Maintain accurate and up-to-date records.
- Check data for errors and make necessary corrections.

3. Official Correspondence

- Handle official emails and administrative communications.
- Prepare internal communication, letters, and other official documents.
- Maintain proper documentation of important correspondence.

4. Records & Documentation

- Maintain organized physical and digital records.
- Ensure documents are properly filed and easily accessible.
- Maintain confidentiality of company and employee-related information.

5. Purchase Order (PO) Preparation

- Prepare Purchase Orders based on approved purchase requisitions.
- Ensure PO details are accurately entered as per company requirements.
- Coordinate with the Purchase and Accounts teams for required information.

6. PO Verification & Quality Control

- Verify item descriptions, specifications, quantities, rates, supplier details, payment terms, delivery terms, and other relevant information.
- Ensure all required approvals are obtained before processing POs.




- Identify and correct discrepancies before final submission.

7. Procurement Documentation

- Maintain records of Purchase Orders, quotations, invoices, requisitions, and related documents.
- Ensure procurement documents are properly organized and updated.
- Track PO-related documentation as required.

8. Cross-Department Coordination

- Coordinate with HR, Purchase, Accounts, and other departments for required information.
- Follow up on pending documents and approvals.
- Support smooth communication between departments.

9. Management Support

- Assist management with reports, data analysis, presentations, and documentation.
- Provide required information and reports within specified timelines.
- Handle additional computer-based assignments given by management.

10. Confidentiality & Compliance

- Maintain strict confidentiality of company, commercial, financial, and operational information.
- Follow company policies, procedures, and documentation standards.

11. General Administration

- Perform day-to-day computer-based administrative activities.
- Complete additional administrative and documentation tasks assigned by management.

KEY RESULT AREAS (KRAs)

- Accurate and timely data entry and record maintenance.
- Proper maintenance of company documents and digital records.
- Timely preparation and submission of reports.
- Accurate preparation and verification of Purchase Orders.
- Proper maintenance of procurement-related documentation.




- Effective handling of official emails and correspondence.
- Timely completion of assigned administrative tasks.
- Effective coordination with internal departments.

KEY PERFORMANCE INDICATORS (KPIs)Performance AreaTarget MetricData Accuracy98%+ accuracy in records and reportsPO AccuracyZero/minimal errors in PO preparationReport Submission100% on-time submissionDocumentationProper, organized, and up-to-date recordsTask Completion100% completion within assigned deadlinesEmail & CorrespondenceTimely and accurate handlingDepartment CoordinationTimely follow-up and information sharingQUALIFICATIONS & EXPERIENCE

- Graduate degree in any discipline.
- 1–3 years of experience in Administration, Back Office, Office Coordination, or a similar role.
- Prior experience in purchase-related documentation and back-office operations will be preferred.
- Experience in preparing reports and maintaining records will be an advantage.

TECHNICAL SKILLS

- Good proficiency in MS Excel, including formulas, sorting, filtering, and basic data analysis.
- Good knowledge of MS Word and professional email communication.
- Good typing and data-entry skills.
- Basic understanding of Purchase Order preparation and verification.
- Familiarity with ERP or enterprise management software is preferred.
- Good documentation and filing skills.

BEHAVIORAL COMPETENCIES

- Strong attention to detail.
- Good communication and interpersonal skills.
- Ability to coordinate effectively with different departments.
- Ability to maintain confidentiality.
- Good time-management and organizational skills.
- Responsible and disciplined approach to work.
- Ability to work under deadlines and manage multiple tasks.
- Positive attitude and willingness to learn.

Pay: ₹20,000.00 - ₹22,000.00 per month

Benefits:

- Provident Fund

Work Location: In person

📌 Admin Assistant (Ahmedabad)
🏢 ABS FOODS
📍 Ahmedabad