Office Administrator

We are looking for a smart, responsible, and confident Lady Office Executive who can handle day-to-day office operations for both NTI INDIA (Façade Contracting & Automatic Doors) and Nestile (Premium Roofing Solutions).

This role is a mix of Admin, HR, Documentation, Invoicing, and Customer Communication.

You will be the central point of coordination for the entire office.

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Key Responsibilities

1. Office Communication

• Answer office calls professionally
• Handle WhatsApp Business messages & client inquiries
• Draft and send emails to clients, suppliers & consultants
• Schedule meetings and maintain the MD’s calendar
• Follow up on pending tasks without reminders

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2. Invoicing & Basic Accounts

• Create invoices, quotations, delivery notes
• Maintain purchase/sales records
• Help accounts team with payment follow-ups
• Update client/vendor ledgers in Excel or Zoho Books

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3. Document Control (Very Important)

• Properly name, save, and organize project files
• Maintain POs, DOs, agreements, and drawings
• Track project documentation between India–Malawi–UAE teams
• Maintain digital folder structures for NTI & Nestile
• Ensure all documents are up-to-date, accurate, and accessible

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4. Admin & HR Support

• Maintain staff attendance, leave, and site movement details
• Prepare data for monthly payroll
• Draft offer letters, appointment letters, NDAs
• Coordinate onboarding for new staff
• Handle office supplies, courier, and basic maintenance
• Track travel booking, visa, passport, and ticket details for staff

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5. Coordination

• Coordinate with MD, project managers, suppliers & distributors
• Maintain and update client/architect/vendor database
• Follow-up with architects, contractors, and prospects when required
• Organize site photos/videos from WhatsApp groups into folders

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Required Skills

• Excellent communication in English (Fluent), Malayalam (Fluent), Hindi (Basics).
• Strong command of MS Office (Word, Excel, Sheets)
• Good email drafting skills
• Fast learner with strong multitasking ability
• Ability to work independently with high responsibility
• Strong ownership and accountability
• Ability to maintain confidentiality at all times

Bonus Skills (Not mandatory but preferred):

• Zoho Books / Tally
• HR/Admin experience
• Document control experience
• Knowledge of construction/building materials

Software Knowledge (or willing to learn)

• Google Drive / Sheets
• Excel
• Gmail / Outlook
• WhatsApp Business
• CRM tools

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Personality Traits We Want

• Smart, presentable, and well-spoken
• Responsible and trustworthy
• Good memory and follow-up culture
• Can handle pressure and deadlines
• Confident decision-maker

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Salary

₹12,000 – ₹25,000 per month

(based on skills & experience)

• Performance bonus after 12 months
• Probation period – 3 Months

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Work Schedule

Monday to Saturday

9:00 AM – 6:00 PM

Location: Kochi

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Reporting To

Managing Director/Operations Head

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Career Growth

Admin → Senior Admin → Office Manager → Operations Coordinator

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How to Apply

Please apply with:

1. Updated resume

2. Recent photograph

3. A short note on why you are suitable for this role

Job Types: Full-time, Fresher

Pay: ₹12,000.00 - ₹25,000.00 per month

Benefits:

• Cell phone reimbursement
• Internet reimbursement

Education:

• Bachelor's (Required)

Experience:

• Office management: 2 years (Preferred)

Language:

• English (Required)
• Malayalam (Required)
• Hindi (Preferred)

Location:

• Ernakulam, Kerala (Required)

Work Location: In person