Responsible for preparing and managing quotations, purchase orders (POs), sales/commercial documents, Excel reports, and day-to-day office documentation. The person will coordinate with the sales, design, purchase, accounts, and management teams to ensure accurate and timely documentation.
Key Responsibilities
1. Quotations & Commercial Documents
- Prepare customer quotations based on inputs from the Sales/Design team.
- Prepare quotation revisions and maintain quotation records.
- Ensure accuracy of prices, quantities, taxes, payment terms, delivery terms, and other commercial details.
- Prepare commercial letters, order confirmations, and related documents.
2. Purchase Orders
- Draft and prepare Purchase Orders based on approved requirements.
- Check item descriptions, quantities, prices, taxes, delivery schedules, and payment terms.
- Maintain proper PO records and documentation.
- Coordinate with Purchase, Accounts, Sales, and other departments regarding PO-related requirements.
3. Microsoft Office – Mandatory
The candidate must have good working knowledge of Microsoft Office, particularly:
- Microsoft Excel – mandatory
- Microsoft Word
- Microsoft Outlook / Email
- Microsoft PowerPoint – basic to intermediate
- Excel formulas, sorting, filtering and formatting
- VLOOKUP / XLOOKUP
- Pivot Tables
- Basic MIS and reporting
4. Communication – Mandatory
- Good English written and verbal communication is mandatory.
- Draft professional emails to customers, suppliers, and internal departments.
- Communicate clearly with different departments and management.
- Follow up with customers, suppliers, and internal teams as required.
- Handle routine commercial and office communication professionally.
5. Office Administration & Documentation
- Maintain digital and physical office records.
- Prepare reports, letters, statements, and other business documents.
- Maintain proper filing and document control.
- Organize and maintain Excel-based records.
- Support management with daily office documentation and reports.
6. Coordination & Follow-up
- Coordinate with Sales, Design, Purchase, Production, Accounts, and Service departments.
- Collect information required for quotations, POs, and reports.
- Follow up on pending quotations, POs, documents, and approvals.
- Provide regular status updates to management.
Required Skills
Mandatory:
- Good knowledge of Microsoft Excel, Word and Outlook
- Good English communication skills
- Good written and verbal communication
- Good documentation and typing skills
- Ability to prepare professional quotations and POs
- Good numerical and analytical ability
- Strong follow-up skills
- Attention to detail
- Good organizational skills
- Ability to handle multiple tasks
Preferred Skills
- Previous experience in engineering / manufacturing / automation / industrial company
- Experience in quotation and PO preparation
- Basic knowledge of commercial terms, GST, and invoicing
- Experience in MIS/report preparation
- Experience coordinating with customers and suppliers
Pay: ₹13,500.00 - ₹18,000.00 per month
Benefits:
- Cell phone reimbursement
- Health insurance
- Leave encashment
- Paid time off
- Provident Fund
Work Location: In person
