Admin Executive

About the Role

Shri Durga Surgical is seeking a meticulous and committed Office Assistant to oversee export documentation, inventory coordination, office administration, dispatch management, and routine operations. The ideal candidate should possess sound knowledge of documentation workflows, stock management, MS Excel proficiency, and effective office coordination. Experience within the manufacturing or export sectors is advantageous.

Key Responsibilities

• Manage and prepare export-related documents such as Commercial Invoice, Packing List, Shipping Bill, E-way Bill, Certificate of Origin, Bill of Lading, Airway Bill, LUT documentation, and export declarations.
• Coordinate with Custom House Agents (CHA), freight forwarders, shipping lines, transporters, and courier services to ensure smooth logistics.
• Maintain comprehensive shipment records and export files, and track shipment timelines and dispatch schedules diligently.
• Handle follow-ups with logistics partners regarding shipment progress and delivery updates.
• Keep export documentation compliant and ready for audit requirements.
• Support the export team with international customer documentation as necessary.
• Maintain detailed daily stock records of incoming and outgoing materials; update stock registers using ERP and Excel tools.
• Collaborate with production units to monitor finished goods inventory and raw materials, including packing materials.
• Assist in physical stock audits and reconcile inventory data.
• Compile stock reports and inventory summaries for internal review.
• Coordinate dispatch plans with production and sales teams, ensuring proper documentation for material movement.
• Monitor inventory levels actively and notify management about low-stock items promptly.
• Manage dispatch timelines by liaising with transporters and preparing dispatch documents, including delivery challans.
• Verify dispatch quantities and packing details to guarantee accuracy aligned with customer requirements.
• Organize and maintain dispatch logs, transporter records, and ensure coordination between warehouse and production for timely shipment dispatches.
• Maintain organized office records and files, manage official communications including emails and courier dispatches, and assist in administrative tasks.
• Coordinate meetings, manage office schedules, and maintain vendor and customer contact databases.
• Provide support to accounts and purchase departments as needed and manage routine office functions like printing, scanning, photocopying, and filing.
• Prepare regular reports — daily, weekly, and monthly — maintaining high accuracy in Excel or ERP systems.
• Develop inventory, dispatch, and documentation status reports for management oversight.
• Ensure error-free data maintenance and overall operational smoothness within the office environment.

Required Skills and Competencies

• Proficiency in MS Excel, Word, and Outlook.
• Understanding of export documentation processes.
• Basic knowledge of inventory management principles.
• Strong communication and coordination abilities.
• Detail-oriented with excellent organizational skills.
• Effective time management and multitasking capabilities.
• Familiarity with ERP or similar software is preferred.

Experience and Education

• Between 1 to 5 years of experience in export companies, manufacturing settings, medical disposable, pharmaceutical, or healthcare product industries.
• Preferred experience in logistics or dispatch coordination.
• Graduate degree in Commerce, Management, or related disciplines.
• Additional certifications in export/import documentation are considered advantageous.

Performance Standards

• Accuracy and completeness in export documentation.
• Maintaining up-to-date and accurate inventory records.
• Timely coordination of dispatch activities.
• Organized, systematic filing and reporting practices.
• Efficient and error-free data handling.
• Seamless daily office operational support.

Preferred Candidate Attributes

• Trustworthy and responsible with strong accountability.
• Proactive with excellent follow-up skills.
• Capability of working independently.
• Effective interpersonal and communication skills.
• Preference for candidates seeking long-term engagement.
• Mindset oriented towards manufacturing and export industry nuances.