Location: Tondiarpet, Chennai, Tamil Nadu
We are looking for a proactive, well-organised and computer-savvy Female Office Secretary to provide administrative and operational support to the management team and coordinate activities across various business divisions.
The ideal candidate should have practical knowledge of office administration, Tally ERP, MS Excel, vendor coordination, social media management and digital marketing tools. The candidate must be capable of handling multiple responsibilities, maintaining records and coordinating effectively with customers, suppliers and internal teams.
Key Responsibilities
1. Office Administration & Management
- Manage day-to-day office administration and operational activities.
- Handle correspondence, documentation, filing and record maintenance.
- Schedule meetings, manage calendars and coordinate appointments.
- Handle incoming and outgoing communications.
- Maintain office records and ensure smooth administrative operations.
2. Accounts & MIS Reporting
- Maintain basic accounting records using Tally ERP.
- Prepare invoices, quotations, purchase bills and related documents.
- Update daily business reports and MIS using MS Excel.
- Assist with payment follow-ups and maintain financial documentation.
- Maintain accurate records of transactions and business expenses.
3. Procurement & Vendor Coordination
- Coordinate the procurement of raw materials, office supplies and consumables.
- Communicate with suppliers and negotiate pricing and commercial terms.
- Maintain vendor databases, quotations and purchase records.
- Track purchase orders, deliveries and supplier payments.
- Coordinate with vendors to ensure timely availability of materials.
4. Social Media & Digital Marketing Support
- Create promotional posters and marketing creatives using Canva and AI tools.
- Manage and update social media accounts of group companies.
- Prepare digital promotional content for various business divisions.
- Assist in branding, online promotions and digital marketing activities.
- Use ChatGPT and other AI tools to support content creation and marketing activities.
5. Business & Operations Coordination
- Support administrative activities related to packaged drinking water and ice manufacturing businesses.
- Coordinate customer enquiries and documentation for commercial LPG operations.
- Assist with property management records and administrative documentation.
- Maintain customer and operational records for LPG and fuel station businesses.
- Support documentation and coordination related to wind energy projects.
- Coordinate with customers, suppliers, contractors and service providers across group companies.
6. Reporting & Documentation
- Prepare daily, weekly and monthly business reports.
- Maintain inventory, stock and purchase records.
- Update management dashboards and business trackers.
- Organise and maintain company documents, agreements and statutory records.
- Ensure proper documentation and timely reporting to management.
Required Skills
- Good knowledge of MS Office, particularly Excel, Word and Outlook.
- Working knowledge of Tally ERP and basic accounting.
- Experience in Canva, AI-based poster creation and ChatGPT.
- Knowledge of social media platforms and digital content creation.
- Good verbal and written communication skills in English and Tamil.
- Strong vendor coordination, negotiation and follow-up skills.
- Excellent organisational and multitasking abilities.
- Ability to manage administrative responsibilities across multiple business divisions.
- Attention to detail, initiative and a positive attitude.
Desired Candidate Profile
- Any Graduate or Diploma Holder; B.Com, BBA or BBM preferred.
- 1+ years of experience in office administration, secretarial work, accounts coordination or executive assistance.
- Female candidates preferred.
- Candidates with practical knowledge of Tally, Excel, Canva and social media management will be preferred.
- Should be organised, responsible, proactive and comfortable handling multiple assignments.
- Ability to work independently and coordinate with management and external stakeholders.
Salary & Benefits
- Exposure to multiple industries and business functions.
- Learning opportunities in administration, accounts, procurement and digital marketing.
- Long-term career development opportunities within the group.
