Office Administrator

Role & responsibilities

1. Invoicing & Documentation

• Prepare and issue accurate sales invoices to customers and distributors.
• Maintain a digital and physical record of all invoices and delivery challans.
• Ensure timely follow-up on pending payments with the accounts team or clients.
• Coordinate with logistics for dispatch-related documentation.

2. Daily Stock Register

• Maintain up-to-date daily stock records of raw hair, processed hair, and finished goods.
• Record incoming and outgoing stock accurately.
• Coordinate with warehouse staff for real-time stock movement and reconciliation.
• Prepare weekly and monthly stock reports for management review.

3. Office Administration

• Oversee daily office operations to ensure smooth functioning.
• Manage office supplies, equipment, and vendor relationships.
• Handle incoming calls, emails, and correspondence.
• Support visitor management and customer walk-ins professionally.

4. Bookkeeping & Accounting Support

• Maintain day-to-day petty cash records and expense tracking.
• Assist the accountant in compiling expense statements, sales summaries, and reconciliation.
• Prepare supporting documents for GST, TDS, and audit purposes.
• Manage filing systems for all finance-related documentation.

5. Attendance & Payroll

• Monitor employee attendance through biometric/manual systems.
• Maintain leave records and update monthly attendance reports.
• Coordinate with HR/accountant for payroll inputs and disbursement.
• Ensure timely processing of salary advances, reimbursements, and statutory deductions.

6. Coordination & Compliance

• Coordinate with internal teams (production, packaging, accounts) for efficient workflow.
• Ensure all legal and company compliance documents are filed and updated on time.
• Support management with data, reports, and administrative assistance as required.

7. General Responsibilities

• Ensure smooth day-to-day functioning of the office with minimal disruptions.
• Act as the single point of contact for administrative queries.
• Suggest and implement process improvements for better efficiency.
• Maintain confidentiality of sensitive company data.

Requirements:

• Proven experience in office administration, preferably in a manufacturing/export setup.
• Working knowledge of MS Office, tally/bookkeeping software, and email etiquette.
• Strong organizational and communication skills.
• Proactive, detail-oriented, and reliable.

Preferred candidate profile