We are looking for a proactive and well-organised Operations & Admin Executive to manage daily warehouse coordination, office administration, and front-office activities at our Ahmedabad facility.

Based at the reception/front-office area, this person will be the first point of contact for customers, visitors, vendors, and employees while also actively coordinating warehouse and facility requirements. The role requires excellent spoken and written English, professional grooming and business-appropriate presentation, a courteous manner, and strong follow-through.

Key Responsibilities

Front Office & Visitor Coordination

- Welcome customers, visitors, vendors, and service partners professionally.
- Handle incoming calls, emails, enquiries, couriers, and correspondence accurately and promptly.
- Maintain visitor records, coordinate appointments and customer visits, and connect visitors with the relevant team.
- Keep the reception and meeting areas organised and ready for visitors.
- Coordinate visitor access and communicate applicable warehouse safety requirements.

Warehouse & Logistics Coordination

- Coordinate inward and outward movement of machinery, equipment, and materials, including dispatch, loading/unloading, and transport arrangements.
- Maintain accurate inventory records, stock movement registers, delivery challans, gate passes, and supporting documents.
- Coordinate with Sales, Service, Finance, HR, Logistics, and Operations teams for timely execution.
- Track pending deliveries, pickups, and operational requirements; escalate delays or discrepancies promptly.

Administration & Facility Management

- Coordinate housekeeping, security, maintenance, repairs, internet, CCTV, utilities, and office supplies.
- Source local vendors, obtain quotations,



follow up on approved work, and maintain service records.
- Track vendor bills and coordinate approvals and payments with Finance.
- Conduct routine facility checks and follow up on issues until closure.

Employee & HR Support

- Maintain attendance records and share accurate updates with HR.
- Support joining formalities, site induction, access arrangements, PPE issuance, and employee requirements.
- Coordinate with HR and relevant managers on site-level administrative concerns.

Safety, Documentation & Reporting

- Monitor housekeeping, access control, PPE use, and adherence to established warehouse SOPs.
- Support statutory and compliance documentation under the guidance of the responsible teams.
- Maintain organised operational and administrative records.
- Share regular updates covering completed work, pending tasks, issues, next steps, and expected closure dates.

Requirements

- Graduate in any discipline.
- 25 years of relevant experience in warehouse administration, operations coordination, logistics, facility management, or a similar combined role.
- Excellent spoken and written English, with the confidence to interact professionally with customers, management, vendors, and visitors.
- Professional grooming, business-appropriate attire, and robust front-office etiquette.
- Good working knowledge of MS Excel, Google Sheets, email, and documentation.
- Strong coordination, organisation, problem-solving, and follow-up skills.
- Ability to prioritise reception responsibilities alongside warehouse and administrative requirements.
- Comfortable moving around the warehouse for coordination and routine checks.
- Ability to work independently, take ownership, and close tasks on time.
- Experience in machinery, equipment, or industrial operations will be an advantage.

📌 Urgent Opening - Office & Frontend Administration -Ahmedabad Location
🏢 MachineStation
📍 Ahmedabad