Required Office Administrator - Mumbai

Position Overview

We are seeking a highly organized, proactive, and detail-oriented Office Administrator to manage and streamline our office operations . The ideal candidate should possess excellent communication skills , a problem-solving attitude , and the ability to coordinate with clients, vendors, and internal teams to ensure smooth day-to-day business operations. This role involves managing estimates, quotations, invoices, vendor coordination, client communication, and general administrative responsibilities . You will play a key role in maintaining operational efficiency and contributing to the overall growth and success of the organization .

Key Responsibilities

1. Administrative & Office Management

• Manage overall front-office operations and ensure a well-organized work environment.
• Maintain proper records of company documents, invoices, and agreements .
• Supervise office staff and coordinate between departments for seamless workflow.
• Ensure smooth daily functioning of the office, including logistics, housekeeping, and maintenance.

2. Estimates, Quotations & Invoices

• Prepare cost estimates , sales quotations , and proposals for clients using MS Word and Excel.
• Generate accurate invoices and share them with clients on time.
• Ensure correctness in pricing, taxes, and terms before finalizing quotations or invoices.
• Coordinate with the accounts team for payment follow-ups and reconciliations.

3. Client Communication & Coordination

• Act as the primary point of contact for client inquiries and correspondence.
• Maintain strong professional relationships with new and existing clients .
• Respond to client emails promptly and ensure all requirements are addressed.
• Schedule client meetings, follow-ups, and maintain customer satisfaction at all times.

4. Vendor & Supplier Management

• Coordinate with vendors for purchasing materials, office supplies, and services .
• Negotiate rates, manage purchase orders, and ensure timely deliveries .
• Maintain accurate records of vendor agreements and payments.
• Develop and maintain strong vendor relationships for cost-effective operations .

5. Business Operations & Reporting

• Coordinate daily business operations and ensure timely task completion.
• Prepare MIS reports on sales, expenses, and pending quotations.
• Maintain data on client interactions, vendor details, and project updates .
• Assist management in business planning, budgeting, and process optimization .

6. Payment Follow-ups & Financial Coordination

• Track client payments and coordinate with the accounts department for collections.
• Ensure vendors are paid on time and manage payment cycles efficiently.
• Verify bills and financial documents before approvals.
• Assist in reconciling debtor and creditor balances as needed.

7. Team Support & Coordination

• Support sales, marketing, and accounts teams with relevant administrative tasks.
• Facilitate smooth communication between management and staff.