Job Summary
The Office Assistant will be responsible for supporting the day-to-day administrative and operational activities of Transportation and the homestay. The role includes managing documentation, preparing bills and LRs, coordinating with drivers and courier service providers, and assisting with guest check-in and check-out activities.
The employee must be responsible, flexible, and reachable by phone, as guest check-in and check-out timings may vary depending on the booking.
Roles and Responsibilities
A. Transport Responsibilities
- Maintain, organize, and safely store all company documents, files, bills, Lorry Receipts, and other operational records.
- Type and prepare bills, invoices, Lorry Receipts, delivery documents, and other required transportation-related documents.
- Verify the information entered in bills and LRs before issuing them.
- Maintain proper records of issued bills, LRs, payments, and supporting documents.
- Go outside the office whenever required to hand over Lorry Receipts, bills, or other documents to drivers.
- Coordinate with drivers regarding the collection and delivery of documents.
- Assist with general office administration, filing, photocopying, scanning, printing, and data entry.
- Support the management with any other administrative or operational work assigned from time to time.
B. Homestay Responsibilities
- Coordinate with guests before their arrival and confirm their expected check-in time.
- Assist guests during check-in and explain the house rules, facilities, parking instructions, and other necessary information.
- Verify and collect the required guest identification documents during check-in.
- Coordinate with guests regarding check-out timings and assist them during the check-out process.
- Inspect the property after guest check-out and immediately report any damages, missing items, excessive cleaning requirements, or other concerns to the management.
- Collect guest feedback after check-out and encourage guests to provide a review on the booking platform.
- Coordinate with cleaners regarding cleaning schedules before check-in and after check-out.
- Check whether the property is clean, properly arranged, and ready before the arrival of the next guest.
- Ensure that essential items and guest amenities are available in the property before check-in.
- Coordinate with the management regarding bookings, guest requests, maintenance issues, and any complaints received.
- Handle guests politely and professionally and ensure that their concerns are communicated to the management without delay.
- Remain reachable by phone for guest-related coordination, as check-in and check-out timings may vary depending on the booking.
Availability and Working Requirements
- The employee must be available and reachable by phone for important operational and guest-related matters.
- The employee must be flexible to assist with check-ins and check-outs at different timings based on confirmed bookings.
- Availability by phone does not necessarily require the employee to remain physically present at the office or property at all times unless operationally required.
- Any late-night or early-morning guest coordination must be handled as instructed by the management.
- The employee must inform the management in advance if they will be unavailable or unable to attend a scheduled guest check-in or check-out.
- Weekly off days and working hours will be determined by the management based on business requirements and booking schedules.
Required Skills and Qualifications
- Minimum Higher Secondary or Diploma qualification preferred.
- Basic knowledge of computers, Microsoft Word, Excel, email, and document typing.
- Ability to type bills, invoices, and Lorry Receipts accurately.
- Good filing, documentation, and record-maintenance skills.
- Basic communication skills in Tamil and English.
- Ability to communicate politely with guests, drivers, customers, cleaners, and service providers.
- Must be willing to travel locally for document delivery, courier work, and other business requirements.
- Must have a valid two-wheeler driving licence and access to a two-wheeler, where required.
- Must be trustworthy, punctual, responsible, and capable of handling confidential documents.
- Previous experience in office administration, transport documentation, hospitality, or guest coordination would be an advantage.
Key Performance Expectations
- Accurate and timely preparation of bills and Lorry Receipts.
- Proper maintenance and filing of all documents.
- Timely delivery of LRs and documents to drivers.
- Effective coordination of courier dispatches.
- Smooth and professional guest check-in and check-out.
- Timely coordination with cleaners.
- Prompt reporting of guest concerns, property damages, and operational issues.
- Professional behaviour and timely response to calls and messages.
General Conditions
The employee may be assigned additional duties related to Transportation, homestay operations, office administration, property coordination, or other business requirements. The employee is expected to perform all assigned responsibilities honestly, carefully, and in the best interests of the business.
Pay: ₹13,000.00 - ₹15,000.00 per month
Work Location: In person
