Company Name: UNISPARES

Department: Office Coordination

Job Location: B 131, PHASE II , NOIDA

Reporting To: HR Manager / Plant Head / Management

Industry: Automobile Parts Manufacturing & Export

1. Job Purpose

To ensure smooth day-to-day office operations, maintain proper documentation, coordinate with internal departments, and provide administrative support for domestic and international export-related activities.
1. Roles and Responsibilities

A. Office Administration

- Manage daily office activities and ensure the smooth functioning of office operations.
- Maintain office files, records, registers, and important documents.
- Handle incoming and outgoing calls, emails, courier services, and correspondence.
- Maintain office stationery and other administrative supplies.
- Coordinate office meetings, appointments, and visitor arrangements.

B. Export Documentation and Coordination

- Assist in preparing and maintaining export-related documents.
- Coordinate with the export team, logistics team, transporters, freight forwarders, and CHA (Customs House Agent).
- Maintain records of purchase orders, sales orders, invoices, packing lists, and dispatch documents.
- Follow up on shipment schedules and delivery status.
- Maintain proper records of customer communications and export shipments.
- Assist in preparing shipping documents as per company procedures.

C. Interdepartmental Coordination

- Coordinate with Production, Quality, Stores, Dispatch, Purchase, Accounts, and HR departments.
- Follow up on pending tasks and ensure timely communication between departments.
- Collect daily reports and share updates with the concerned management.
- Support coordination for customer visits, vendor meetings, and official inspections.

D. Data Entry and Record Management

- Maintain accurate data in Excel, ERP, or other company software.
- Prepare daily, weekly, and monthly reports as required.
- Maintain records of dispatches, inward and outward materials, and office correspondence.
- Ensure the confidentiality and security of company information.

E.



Vendor and Customer Coordination

- Communicate professionally with customers, suppliers, and service providers.
- Follow up on pending documents, quotations, orders, and deliveries.
- Respond to routine inquiries and forward technical or commercial matters to the concerned department.
- Maintain updated contact details of customers, vendors, and business associates.

F. General Administrative Support

- Assist HR and Accounts with documentation whenever required.
- Support audit preparation by arranging relevant records and documents.
- Ensure office discipline, cleanliness, and proper document filing.
- Perform other administrative duties assigned by management.

1. Educational Qualification

- Graduate in any discipline; preferably MBA, (From machenical side) b.tech
- Diploma or certification in Office Administration will be an added advantage.

1. Experience

- 1–3 years of experience in office administration, coordination, or export documentation.
- Experience in an automobile or manufacturing company will be preferred.

1. Required Skills

- Good communication and coordination skills.
- Proficiency in MS Office, especially Excel, Word, and Outlook.
- Knowledge of email correspondence and documentation.
- Basic understanding of export procedures and shipping documents.
- Good organizational and time-management skills.
- Attention to detail and ability to handle multiple tasks.
- Professional behavior and confidentiality.

1. Key Performance Indicators (KPIs)

- Accuracy and timely completion of documentation.
- Timely follow-up on pending tasks and shipments.
- Proper maintenance of office records and files.
- Effective coordination between departments.
- Timely submission of reports to management.
- Minimal errors in data entry and documentation.

1. Working Conditions

- Full time position.
- Work at the company office or manufacturing plant.
- Coordination with multiple departments and external business partners.

__ Pay: ₹25,000.00 - ₹35,000.00 per month

Benefits

- Flexible schedule
- Internet reimbursement
- Leave encashment
- Paid sick time
- Paid time off

Work Location: In person

📌 Office Coordinator (Noida)
🏢 unispares
📍 Noida