Office Admin Assistant

Office Administrator – Roles & Responsibilities 1. Day-to-Day Administrative Responsibilities Office Coordination Manage daily office operations including cleanliness, inventory of office supplies, and workstation readiness. Act as the primary point of contact for staff and customers entering the office. Handle meeting schedules, appointments, and internal communication to ensure smooth workflow. Customer Handling Greet and assist walk-in customers, directing them to the sales or service team as required. Answer incoming calls, WhatsApp messages, and emails in a professional and timely manner. Share basic product information, quotations, and follow up on customer inquiries when needed. Sales & Billing Support Prepare and send sales quotations to customers. Update sales data, billing records, and customer details in the system. Assist in generating GST invoices, delivery challans, receipts, and other sales-related documents. Service Department Support Log service complaints and assign jobs to technicians. Maintain detailed service records and track pending service tasks. Update customers regarding repair status, expected completion time, and delivery schedules. Record Keeping & Documentation Maintain organized files for purchases, sales, warranties, service reports, and other operational documents. Update spreadsheets for daily sales, stock levels, expenses, and other routine activities. Cash & Expense Management Monitor and record daily office expenses. Manage petty cash and submit daily or weekly expense reports for approval. Coordination With Management Prepare daily summary reports covering sales, inquiries, purchases, and pending tasks. Communicate any urgent operational issues, delays, or requirements to management. Support management in administrative tasks, process improvements, and operational planning. 2. Procurement Responsibilities The Office Admin manages the complete procurement cycle for IT products, accessories, consumables, and office essentials. Vendor & Supplier Coordination Communicate with distributors, wholesalers, and brand partners (e.g., Dell, HP, Lenovo). Request quotations, compare pricing, and follow up on product availability. Maintain updated vendor databases, including contact lists and pricing records. Purchase Request & Order Processing Receive and verify purchase requests from sales teams or management. Confirm product specifications such as model, configuration, and warranty details. Prepare Purchase Orders (POs), send them to suppliers, and track approvals and dispatch status. Inventory & Stock Monitoring Record all incoming stock and update inventory sheets promptly. Coordinate with the storekeeper to ensure physical stock matching and accuracy. Monitor stock levels and initiate re-orders for fast-moving or low-quantity items. Price Negotiation & Cost Control Compare pricing across multiple suppliers to ensure cost-effective purchasing. Negotiate rates, discounts, warranty terms, and credit periods. Ensure that all purchases adhere to company budget and procurement policies.