Admin Executive

JOB DESCRIPTION: ADMINISTRATION EXECUTIVE

Department: Administration

Location: Rajokri, New Delhi

Employment Type: Full-Time

1. JOB PURPOSEWe are looking for a proactive, organised, and detail-oriented Administration Executive to manage quotation preparation, MIS reporting, data management, day-to-day office administration, and interdepartmental coordination.

The ideal candidate should have strong expertise in MS Excel and Google Sheets, numerical accuracy, excellent follow-up skills, and a process-oriented mindset. The candidate will be responsible for consolidating information from various departments, preparing accurate quotations and structured MIS reports, maintaining reliable records, and improving operational efficiency through better systems and automation.

• 2. KEY RESPONSIBILITIESA. Client-Facing Documentation & Order ProcessingPrepare accurate and timely quotations based on client requirements, product details, and approved pricing.
• Coordinate with management and relevant departments to verify pricing, product specifications, quantities, and commercial details before finalising quotations.
• Ensure quotations are reviewed and shared within the required turnaround time.
• Maintain records of quotations, Sales Orders, Proforma Invoices, and related documentation.
• Ensure all order-related documents are complete, organised, traceable, and readily accessible.
• B. MIS, Reporting & Data ManagementCollect, verify, consolidate, and maintain data received from different departments.
• Prepare weekly, fortnightly, and monthly MIS reports for management review.
• Refine and organise raw data into structured, accurate, and meaningful reports.
• Maintain reporting formats, trackers, and master data with a high level of accuracy.
• Identify discrepancies, missing information, and data gaps and coordinate with concerned teams for timely resolution.
• Use MS Excel and Google Sheets to improve reporting efficiency, data accuracy, and information flow.
• C. Administration, Facilities & Resource ManagementManage day-to-day office administration and ensure the smooth functioning of office operations.
• Maintain records of office assets, equipment, and administrative resources.
• Coordinate office supplies, maintenance, repairs, and facility-related requirements.
• Coordinate with vendors and service providers and follow up on pending requirements.
• Ensure the workplace remains clean, organised, and functional.
• D. Communication & Interdepartmental CoordinationCoordinate with Sales, Purchase, Accounts, Stores, Operations, HR, and other departments for information and administrative support.
• Follow up on pending data, documents, approvals, and departmental requirements.
• Ensure timely collection, verification, and submission of information within defined deadlines.
• Maintain clear, professional, and timely communication across departments.
• Escalate delays, discrepancies, and unresolved requirements to the concerned person or management.
• E. Process Improvement & Administrative SystemsIdentify repetitive and manual processes that can be simplified, streamlined, or systematised.
• Develop efficient trackers, reporting formats, and interconnected Excel or Google Sheets.
• Improve information flow between forms, spreadsheets, and reporting systems.
• Identify opportunities for automation to reduce manual effort and minimise errors.
• Support the implementation and continuous improvement of administrative systems and processes.
• 3. KEY RESULT AREAS (KRAs)A. Quotation & Order DocumentationEnsure accurate and timely preparation of quotations based on approved pricing and client requirements.
• Meet defined turnaround times for quotation preparation and submission.
• Verify pricing, product details, quantities, and commercial information before releasing quotations.
• Maintain accurate records of quotations, Sales Orders, and Proforma Invoices.
• Ensure all order-related documentation is complete, organised, and traceable.
• B. MIS & ReportingSubmit assigned weekly, fortnightly, and monthly MIS reports within defined timelines.
• Maintain high standards of data accuracy, completeness, and consistency.
• Consolidate and structure information for effective management review and analysis.
• Identify discrepancies and ensure timely correction of missing or inaccurate information.
• C. Administration & OperationsEnsure smooth execution of day-to-day administrative requirements.
• Maintain accurate records of office facilities, assets, resources, and documentation.
• Follow up on administrative and facility-related issues until resolution.
• D. Data Management & Systems ImprovementMaintain accurate master data, trackers, and reporting formats.
• Use Excel and Google Sheets effectively for data management and reporting.
• Improve reporting efficiency through interconnected sheets, systemisation, and automation.
• Reduce repetitive manual work and minimise errors through process improvements.
• E. Coordination & Follow-UpEnsure timely collection of information and documentation from all concerned departments.
• Maintain consistent follow-ups on pending requirements, approvals, and deliverables.
• Facilitate smooth interdepartmental coordination.
• Escalate delays and unresolved issues within the required timelines.
• 4. REQUIRED SKILLS & COMPETENCIESStrong working knowledge of MS Excel and Google Sheets.
• Good numerical, analytical, and data-handling skills.
• Experience in preparing quotations, MIS reports, and administrative documentation.
• Strong organisational, coordination, and follow-up skills.
• High attention to detail and accuracy.
• Good written and verbal communication skills.
• Ability to manage multiple responsibilities and meet deadlines.
• Problem-solving ability and a process-improvement mindset.
• Basic understanding of office administration, order processing, and record management.
• Willingness to learn and implement improved reporting systems and automation.
• 5. QUALIFICATION & EXPERIENCEBachelor's degree in any relevant discipline preferred.
• Candidates with experience in administration, MIS reporting, data management, quotation preparation, or office coordination will be preferred.
• Proficiency in MS Excel and Google Sheets is essential.
• Candidates with practical experience in formulas, data consolidation, lookup functions, pivot tables, and interconnected spreadsheets will have an advantage.
• Candidates residing within approximately 45 minutes of the Rajokri office will be preferred.

6. ROLE EXPECTATIONSThe Administration Executive is expected to ensure the accuracy and timely completion of quotations, MIS reports, administrative tasks, and departmental coordination activities. The candidate must maintain reliable records, proactively follow up on pending requirements, ensure proper documentation, and continuously identify opportunities to improve operational efficiency through structured systems and automation.