Job DescriptionPosition
Office Assistant – Payments & Quotation Follow-up
Department: Administration / Sales Support
Location: Head Office
Reporting To :
Accounts Manager / Sales Manager / Director
Role Objective
To provide administrative support by ensuring smooth day-to-day office operations, timely follow-up of customer quotations and outstanding payments, maintaining accurate records, and supporting coordination between the Sales, Accounts, and Service departments. The role aims to improve customer response time, cash flow, and overall operational efficiency.
Key Responsibilities1. Office Administration
- Perform daily administrative and clerical duties.
- Maintain and organize physical and digital office records.
- Handle incoming and outgoing correspondence, emails, and courier documentation.
- Answer and direct phone calls professionally.
- Maintain office stationery and coordinate office requirements.
- Assist in preparing reports, letters, and business documents.
2. Quotation Follow-up
- Follow up with customers regarding quotations sent by the Sales Team.
- Record customer feedback, comments, and purchase status.
- Coordinate with Sales Engineers regarding quotation revisions or clarifications.
- Ensure all quotation follow-ups are updated in the company's records or CRM.
- Prepare daily and weekly quotation follow-up reports.
3. Payment Follow-up
- Follow up with customers regarding outstanding payments as per Accounts receivable reports.
- Send payment reminders through calls, emails, and WhatsApp (where applicable).
- Coordinate with the Accounts Department regarding payment confirmations.
- Maintain records of payment commitments received from customers.
- Escalate overdue accounts to management when required.
- Assist in preparing debtor ageing reports.
4. Customer Coordination
- Maintain professional communication with customers.
- Respond to customer inquiries regarding quotations, invoices, and payment status.
- Coordinate with internal departments for resolving customer concerns.
- Maintain positive customer relationships through timely communication.
5. Documentation & Reporting
- Update customer databases and maintain accurate records.
- Prepare daily activity reports on quotation follow-ups and payment collections.
- Maintain filing of quotations, invoices, purchase orders, and payment receipts.
- Ensure all records are complete, accurate, and easily accessible.
6. General Support
- Assist management with administrative tasks as assigned.
- Support Sales, Service, and Accounts departments during peak workload.
- Perform any additional duties assigned by management in line with organizational objectives.
Key Performance Indicators (KPIs)
- Timely follow-up of all quotations issued.
- Improvement in quotation conversion ratio.
- Reduction in outstanding receivables.
- Timeliness and accuracy of payment follow-up.
- Accuracy of documentation and record maintenance.
- Customer response time and communication quality.
- Daily and weekly reporting compliance.
Skills & Competencies
- Excellent verbal and written communication skills.
- Strong follow-up and negotiation abilities.
- Good organizational and time management skills.
- Proficiency in Microsoft Office (Excel, Word, Outlook).
- Basic knowledge of accounting and invoicing.
- Ability to maintain confidentiality and professionalism.
- Attention to detail and accuracy.
- Customer service orientation.
- Ability to work independently and as part of a team.
Educational Qualification
- Graduate in Commerce, Business Administration, or any relevant discipline.
- Diploma or certification in Office Administration is an added advantage.
Experience
- 1–3 years of experience in office administration, sales coordination, accounts assistance, or customer follow-up.
- Experience in payment collection and quotation follow-up will be preferred.
Preferred Attributes
- Positive attitude and willingness to learn.
- Strong interpersonal skills.
- Ability to multitask in a fast-paced environment.
- Professional appearance and communication.
- Self-motivated with a proactive approach to work.
- High level of integrity and accountability.
Pay: ₹18,000.00 - ₹25,000.00 per month
Benefits:
Work Location: In person
