Office Executive

Office Executive / Operations Coordinator (Manufacturing & Supply Chain) – Job Description

Position Overview

Job Title:

Office Executive / Operations Coordinator (Manufacturing & Supply Chain)

Job Type & Location

Job Type:

Full-time | On-site

Location:

Joka Metro Area, Kolkata (Near Joka Metro Station)

(Excellent metro connectivity – Joka / Behala / Thakurpukur / Diamond Harbour Road)

Compensation & Growth

Salary:

₹15,000 per month (Starting Salary)

Performance-based increment after probation

Long-term growth opportunity for the right candidate

Work Hours

Work Hours:

10:30 AM – 6:30 PM (Monday to Saturday)

(On-site role only)

Job Description

We are a manufacturing and supply company dealing in electro-mechanical spares for large industrial clients and PSUs. We are looking for a professional, responsible Office Executive / Operations Coordinator who can independently manage office operations, documentation, client & supplier coordination, and follow-ups.

This role is critical to our daily operations and requires discipline, accuracy, follow-up skills, and professional communication.

2 weeks of structured on-the-job training will be provided.

Key Responsibilities1. Office, Records & Documentation Management

• Maintain accurate physical and digital records of:
• Purchase Orders (POs)
• Quotations
• Enquiries
• Delivery & dispatch documents
• Print, label, file, and archive documents systematically
• Ensure documents are filed client-wise, PO-wise, and year-wise
• Maintain Excel trackers for:
• PO status
• Delivery timelines
• Pending enquiries
• Due dates and follow-ups

2. Client & Supplier Coordination

• Speak confidently and professionally with:
• Clients (enquiries, PO status, delivery timelines)
• Suppliers (material availability, dispatch schedules)
• Perform regular follow-up calls and emails until closure
• Track commitments and ensure deadlines are not missed
• Escalate delays or issues proactively

3. Email & Written Communication

• Draft and respond to emails in clear, professional English
• Share quotations, documents, and follow-ups accurately
• Maintain proper email records and trails

4. Registrations & Compliance Support

• Compile documents as per checklists for:
• New client/vendor registrations
• PSU and industrial portal applications
• Ensure documents are:
• Complete
• Properly formatted
• Updated and correctly filed

5. Reporting & Accountability (Non-Negotiable)

• Daily update on:
• Follow-ups completed
• POs received / pending
• Deliveries due or delayed
• Weekly Excel status report shared with management
• Accuracy and timeliness are mandatory

Required Skills & Qualifications

• Strong working knowledge of MS Word & MS Excel
• Excel basics required: filters, formatting, SUM/COUNT
• Comfortable with email handling (Gmail / Outlook)
• Fluent spoken Hindi and Bengali
• Good written English (email drafting is essential)
• Confident speaking on phone with clients and suppliers
• Strong follow-up discipline and organisational skills

Experience

• Minimum 6–12 months experience in:
• Office administration
• Back-office / operations coordination
• Manufacturing / trading / industrial office (preferred)

Professional Expectations

• Punctual, reliable, and responsible
• Maintains business casual dress code
• Comfortable handling confidential information
• Understands basics of:
• Difference between quotation and PO
• Delivery commitment vs dispatch date
• Importance of deadlines in manufacturing

Probation & Growth

• Probation period: 3 months
• Confirmation & increment based on:
• Accuracy of records
• Follow-up discipline
• Communication quality
• Reliability and ownership of work

Ethics & Confidentiality

• Must maintain confidentiality of:
• Client pricing
• Vendor terms
• Internal documents and records

Who Should Apply

• Candidates seeking long-term stability and growth
• Candidates comfortable with responsibility and follow-ups
• Candidates who enjoy structured office work
• Candidates living near Joka / Behala / Thakurpukur / DH Road

Who Should NOT Apply

• Freshers with no office experience
• Candidates uncomfortable with phone calls, follow-ups, or documentation
• Candidates looking for remote or casual roles

How to Apply

• Apply with:
• Updated resume
• Brief note describing your current role and experience
• Shortlisted candidates will be contacted for interview.

Job Type: Full-time

Pay: ₹12,000.00 - ₹20,000.00 per month

Benefits:

• Cell phone reimbursement
• Food provided
• Internet reimbursement

Application Question(s):

• Are you able to work full-time, on-site near Joka Metro, Kolkata (10:30 AM – 7:00 PM, Monday–Saturday)?
• How much relevant office/operations experience do you have?
• What languages you are comfortable speaking professionally on phone?
• Are you comfortable drafting professional emails in English (quotations, follow-ups, confirmations)?
• Which of the following can you do confidently in MS Excel?

(mention all that apply)

☐ Data entry & formatting

☐ Filters & sorting

☐ Basic formulas (SUM, COUNT)

☐ Maintaining trackers (POs, follow-ups)

☐ All of the above

• This role requires regular follow-up calls and reminder emails to clients and suppliers. Are you comfortable doing this daily?
• If a supplier delays a delivery and the client is calling daily, what will you do? (Feel free to write in your own words how would you handle a situation. Give atleast 1 or 2 examples.)
• Have you previously handled filing/maintaining physical documents like POs, quotations, invoices, or registration files?
• Are you comfortable following a business-casual dress code and maintaining professional behaviour with clients and suppliers?
• The starting salary for this role is ₹15,000 per month with performance-based increment after probation. Are you comfortable with this?
• Our workplace follows a strict policy of non-discrimination and does not tolerate inappropriate, disrespectful, or offensive behaviour based on gender, sexuality, caste, religion, disability, or personal identity. Are you comfortable working in such an environment and maintaining professional, respectful conduct at all times?

Work Location: In person