The Office Administrator will monitor the full movement of work—from receipt of an awarded tender, purchase order or confirmed job through planning, procurement, production, delivery and billing—while maintaining office discipline, solving operational problems, improving internal systems and supporting staff well-being.
Key Responsibilities
1. Commercial Workflow and Profit-Centre Monitoring
- Monitor all awarded tenders, purchase orders, confirmed jobs and supply orders through the company dashboard.
- Ensure every confirmed job is entered into the system with:
- Responsible person
- Date of receipt
- Planned commencement date
- Completion deadline
- Material and manpower requirements
- Current status
- Ensure that no awarded tender, purchase order or confirmed revenue-generating work remains unattended.
- Confirm that every order moves promptly through the complete workflow:Order/PO → Planning → Procurement → Production → Quality Check → Delivery → Billing → Payment Follow-up
- Review pending jobs daily and immediately identify any work that has not commenced or is behind schedule.
- Coordinate with the employees responsible for tendering, procurement, production, dispatch and accounts to keep work moving.
- Monitor contractual deadlines and customer commitments to prevent penalties, delayed delivery, loss of revenue or reputational damage.
- Track production capacity, machine utilisation, manpower deployment and material availability.
- Identify bottlenecks affecting production, delivery, billing or profitability and resolve or escalate them promptly.
- Monitor wastage, rework, idle capacity and avoidable expenditure that may reduce job profitability.
- Ensure that completed work is delivered, billed and handed over to Accounts for payment follow-up without unnecessary delay.
2. Dashboard, Systems and Process Improvement
- Use the company’s existing dashboard as the central system for monitoring jobs and workflow.
- Ensure that employees update the system accurately and on time.
- Regularly verify dashboard information against the actual status of work.
- Identify missing data, incorrect entries, delayed updates and gaps in the workflow.
- Improve the existing system by recommending or introducing practical trackers, alerts, checklists and reporting formats.
- Coordinate with the software or MIS team for improvements to the dashboard.
- Develop simple interim systems in Excel or Google Sheets wherever the existing application is insufficient.
- Create and improve standard operating procedures for recurring administrative and operational activities.
- Ensure that important information is recorded systematically and does not remain dependent on verbal communication.
- Promote consistent use of company systems among all employees.
3. Operational Problem-Solving
- Actively identify and solve problems that delay work, reduce productivity or affect profitability.
- Coordinate the people, materials, machines, vendors and approvals required to remove operational bottlenecks.
- Take immediate reasonable action where delay may affect an important delivery or commercial commitment.
- Escalate matters requiring financial approval, strategic decisions or the Proprietor’s intervention.
- Recommend permanent corrective measures where the same problem occurs repeatedly.
- Ensure that operational issues are not merely reported but followed through until resolved.
4. Staff Administration and Discipline
- Monitor employee attendance, punctuality, leave, movement and workplace discipline.
- Ensure employees follow approved working hours, company policies and procedures.
- Maintain employee records, attendance, leave details and administrative documentation.
- Coordinate employee onboarding, induction, documentation and exit formalities.
- Coordinate with Accounts for payroll inputs, advances, reimbursements and statutory documentation.
- Record repeated lateness, absenteeism, negligence, misconduct or non-compliance.
- Obtain explanations where necessary and submit documented reports to the Proprietor.
- Ensure employees understand their routine duties, responsibilities and workplace expectations.
- Support a professional, respectful and accountable working environment.
5. Staff Happiness and Well-Being
- Maintain regular communication with employees and understand genuine workplace concerns.
- Address reasonable concerns relating to workload, facilities, coordination, communication and the working environment.
- Promote fair treatment, appreciation, teamwork and respectful communication.
- Recognise good performance and recommend appropriate appreciation or incentives.
- Identify issues affecting employee morale, productivity or retention.
- Inform the Proprietor about serious or recurring staff concerns along with practical recommendations.
- Balance discipline and accountability with employee welfare and a positive workplace culture.
- Ensure staff grievances are handled objectively, confidentially and promptly.
6. Office and Facility Administration
- Ensure the timely opening, proper functioning and secure closing of the office and production premises.
- Maintain cleanliness, hygiene, safety and proper upkeep of the workplace.
- Monitor office equipment, machines, furniture, utilities, internet, electricity and other facilities.
- Arrange timely repair and maintenance of equipment, vehicles and infrastructure.
- Maintain company asset records and monitor their allocation and usage.
- Monitor office stationery, housekeeping materials, packaging materials and routine consumables.
- Obtain quotations and coordinate approved routine purchases.
- Maintain purchase, stock and issue records for administrative items.
- Coordinate drivers, vehicles, couriers, dispatches and local transportation.
- Arrange logistics for visitors, meetings, travel, accommodation and company events.
- Maintain inward-outward registers, courier records, administrative files and routine correspondence.
- Coordinate with vendors, landlords, service providers and government offices on administrative matters.
- Track renewals of licences, insurance policies, registrations, agreements and service contracts.
Preferred Skills
- Strong office and workflow-management ability
- Commercial awareness and understanding of revenue-generating operations
- Excellent coordination and problem-solving skills
- Ability to use and improve dashboards, Excel and Google Sheets
- Firm but professional approach to accountability and discipline
- Understanding of production, procurement, delivery and billing workflows
- Ability to identify risks and act before they become serious
- Good staff-management and interpersonal skills
- Strong reporting, documentation and record-keeping ability
- High integrity, reliability and attention to detail
- Ability to work independently and handle multiple priorities
Experience: Preferably 3–5 years in office administration, operations coordination, workflow management or a similar role.
Pay: ₹20,000.00 - ₹30,000.00 per month
Work Location: In person
