Designation: Executive Assistant – Operations
Department: Operations (Central Management Unit)
Organization: Seitz Cleaning Solutions Pvt. Ltd.
1. Role Objective
To assist the Operational Manager in day-to-day coordination, reporting, HR administration, sales data collection, import/export documentation, and Odoo monitoring.
The role ensures smooth inter-departmental communication, timely reporting, and organized execution of operational and sales activities.
2. Key Responsibilities
A. Operational Coordination
- Support in daily coordination across HR, Administration, Accounts, Production, Marketing, IT, and Sales teams.
- Maintain trackers for pending actions and ensure timely updates.
- Prepare Minutes of Meetings (MOMs) and follow up on assigned tasks.
- Assist in weekly and monthly management report preparation and presentations.
- Maintain documentation for approvals, SOPs, and communication logs.
B. Sales & Reporting Support
- Supports in collecting monthly sales data from distributors and internal teams.
- Prepare summary reports on performance, customer data, and sales vs. targets.
- Coordinate with Country Managers, distributors, and internal teams for timely data submission.
- Review Odoo activity reporting for accuracy and completeness.
C. HR & Administrative Support
- Assist in attendance, leave tracking, and employee documentation.
- Coordinate recruitment scheduling, candidate communication, and onboarding formalities.
- Maintain employee records and HR trackers.
- Support in administrative functions such as travel coordination, vendor follow-up, and office supplies management.
- Organize Employee engagement activities
D. Import & Export Assistance
- Prepare and maintain import/export documentation (invoice, packing list, shipping records).
- Coordinate with freight forwarders and logistics agents for dispatch and delivery updates.
- Track shipments and update the Operational Manager on progress.
- Maintain digital records of shipments and correspondence.
E. Odoo & Project Support
- Monitor data updates in Odoo and highlight discrepancies.
- Support in testing and process updates during ERP or webshop implementation.
- Generate reports and dashboards from Odoo as required by management.
F. Project Management Support
- Assist the Operational Manager in tracking project milestones, timelines, and deliverables across departments.
- Maintain project trackers for initiatives
- Coordinate with internal teams, developers, and international offices for status updates.
- Document project progress, meeting notes, and task closures.
- Prepare project progress reports and presentations for management review.
- Follow up on pending actions and ensure timely execution of assigned project tasks.
3. Qualifications & Skills
- Bachelor’s degree in Business Administration, Commerce, or related field
- 1–3 years of experience in operations, HR, sales coordination, or export documentation (Mutli-departments)
- Proficient in Excel, PowerPoint, and ERP systems (Odoo preferred)
- Strong coordination, communication, and multitasking skills
- Detail-oriented, proactive, and organized
Pay: ₹450,000.00 - ₹650,000.00 per year
Work Location: In person
