• Proactively prepare all official correspondences (memos, letters, faxes, local manual invoices, statements, internal memos,) as dictated by the Administration Manager related to administration, sales, technical/ mechanical, pertaining to enquiries, placements of orders, follow-ups, reminders, dispatches & all procurement related duties.
• Receiving all incoming/outgoing mails including postal mail, courier, faxes & forwarding for the CEO’s approval. Further ensuring onwards distribution to the concerned department heads, marked for necessary action.
• Maintain a proper organized filing system for easy access & retrieval of all documents.
• Attending to all incoming & outgoing calls whether local & International, diligently with patience, ensuring clients/customers satisfaction.
• Preparation of LC Applications for Bank negotiations, forwarding approved applications to Bank, shipping intimations, transfers, drafts, cheques, as & when required by the finance department.
• Preparing quotations, order acknowledgement letters & enquiries for commercial and sales department as per the instruction of the Commercial Manager and Sales Head.
• Arranging Exports related Documents for the Export Manager on shipments and communicating with export customers when necessary.
• Coordinating with the Plant Superintendents of both factories for arrangements of samples and its logo/ literatures as per customer request, upon the instructions of the department heads for submission for testing.
• Typing letter for arranging visit visa’s for the guests and forwarding to the administration department for immediate action.
• Arranging airline bookings for Managers/employees & Hotel reservations, Airline reservations, car rentals etc. for overseas visitors, as and when required.
• Attending to all visitors who visit the company either from the local market as well as guests from overseas.
• To fix appointment/meeting of the department heads concerned as and when required.
• Maintaining office supplies (Requisitions)
• Maintain and update all files in the concerned department
• Performs additional duties as assigned by DEPT MANAGER.
• Maintains high level of confidentiality to documents and information received.
Qualifications and requirements
• Bachelor's degree in any discipline.
• At least 3-4 years of administrative experience performing confidential duties.
• Excellent written and verbal communication skills, as well as strong interpersonal skills.
• Proven ability to work professionally..
• Well knowledgeable in MS office suites.