Assistant To Director

Position Summary

We are looking for a proactive and detail-oriented Personal Assistant to support the promoters and senior management of our parcel transportation company. The ideal candidate will handle a wide range of administrative, customer communication, and operational support tasks to ensure smooth coordination between internal teams and external stakeholders.

Key Responsibilities

1. Customer Communication & Coordination

• Handle proof of delivery (POD) discrepancies raised by customers and coordinate with internal departments for resolution.
• Draft and send professional emails to customers after gathering inputs from department heads & promoters.
• Follow up with customers on service updates, queries, or pending issues.

2. Billing & Payments

• Assist in preparation and sending invoices/bills to customers in a timely manner.
• Track outstanding payments and follow up with customers for payment collection.

3. Call & Office Management

• Manage, screen, and handle incoming calls, transferring important calls to the promoters when necessary.
• Maintain proper communication flow between customers, department heads, and promoters.

4. Administrative & Ad-hoc Support

• Provide data entry support as and when required.
• Assist promoters with day-to-day tasks, reports, and follow-ups.
• Perform ad-hoc assignments and administrative duties as instructed by the promoters.

5. Operations Management

• Assist in end-to-end order management, from receiving customer requests to confirming requirements.
• Coordinate with vendors and negotiate rates while ensuring profitability and compliance with company policies.
• Oversee vehicle allocation and documentation, ensuring legal, cargo, and customer requirements are met.
• Act as a liaison between drivers, customers, and internal teams, ensuring smooth communication and timely updates.
• Track transit and delivery status, proactively resolving issues and managing container returns.
• Maintain accurate reports and records on rates, vehicle allocation, and order progress.
• Provide administrative and operational support to the Director, promoters, and department heads for smooth workflow execution.