JOB DESCRIPTION

Admin & Operations Executive – Fire Safety Business

Company: Firesafety Squad

Department: Administration & Operations

Location: [Rajkot, Gujarat]

Employment Type: Full-Time

About the Role

We are looking for a responsible and organized Admin & Operations Executive to manage day-to-day office administration and support our fire safety products and services business.

The candidate should be comfortable handling billing, quotations, stock records, filing, MS Office, online applications, customer documentation and basic marketing coordination.

Key Responsibilities

1. Billing & Documentation

● Prepare sales invoices, bills, delivery challans and related documents.

● Maintain proper records of sales, purchases and expenses.

● Coordinate with accounts for payment follow-ups and outstanding invoices.

● Maintain customer and supplier documentation.

2. Quotation & Sales Support

● Prepare professional quotations for fire extinguishers, fire pumps, fire alarm systems, hydrant systems and other fire safety products/services.

● Send quotations through WhatsApp/email and maintain quotation records.

● Follow up on quotations and update their status.

● Maintain customer enquiry and order records.

3. Stock Management

● Maintain daily stock records of fire extinguishers, accessories, spare parts and other fire safety products.

● Record inward and outward stock.

● Coordinate with the service/installation team regarding material requirements.

● Conduct periodic physical stock verification.

● Maintain minimum-stock and reorder information.

4. Filing & Office Administration

● Maintain systematic physical and digital files.

● Organize customer, supplier, quotation, invoice and service records.

● Maintain documentation related to installations, refilling and AMC/service work.

● Ensure important documents are properly backed up and easily retrievable.

5. Online Applications & Government/Business Portals

● Handle online applications, registrations,



submissions and document uploads.

● Maintain login details and application records securely.

● Track application status, deadlines and required documents.

● Coordinate online submissions related to fire safety work wherever required.

6. MS Office & Computer Work

● Prepare and maintain Excel reports and registers.

● Prepare letters, quotations and documents in MS Word.

● Manage data in Excel/Google Sheets.

● Handle email communication, PDF documents, scanning and printing.

● Maintain organized digital folders and records.

7. Marketing Support

● Assist in preparing marketing material and customer communication.

● Maintain customer and lead databases.

● Support WhatsApp marketing and email campaigns.

● Coordinate with the sales team for lead follow-ups.

● Maintain records of marketing activities and enquiries.

8. Coordination

● Coordinate between customers, sales staff, technicians, suppliers and management.

● Prepare daily/weekly administrative reports.

● Track pending quotations, orders, payments, services and material requirements.

● Escalate key issues to management on time.

Required Skills

● Good knowledge of MS Excel, MS Word and PowerPoint.

● Good knowledge of Google Sheets, Google Drive, email and PDF documentation.

● Good typing and computer skills.

● Ability to prepare professional quotations and invoices.

● Basic understanding of stock management.

● Good communication and follow-up skills.

● Ability to manage multiple tasks and deadlines.

● Good organizational and filing skills.

● Comfortable using various online portals and applications.

● Attention to detail and accuracy.

Preferred Candidate

● 1–3 years of experience in administration, back-office, sales coordination or a similar role.

● Experience in a fire safety, electrical, engineering, construction or service business will be an advantage.

● Should be responsible, disciplined and comfortable working independently.

● Should be willing to learn fire safety products and company processes.

📌 Admin & Operations Executive (Rajkot)
🏢 Firesafety Squad
📍 Rajkot