Office Admin Assistant

JOB PROFILE – ADMIN ASSISTANTOrganization: ICA GemLab

Designation: Admin Assistant

Department: Administration & Laboratory Operations

Location: Surat, Gujarat

Reporting To: Laboratory Manager / Administration Manager

Job SummaryThe Admin Assistant will support the day-to-day administrative and operational activities of ICA GemLab, ensuring smooth coordination between the laboratory, clients, gemologists, management, and external stakeholders.

The position requires strong organizational skills, attention to detail, professional communication, and the ability to maintain accurate and confidential records related to gemstone submissions, laboratory reports, certificates, and client services.

• Key Responsibilities1. Laboratory AdministrationManage day-to-day administrative activities of the gemological laboratory.
• Coordinate the receipt and submission of gemstones, jewellery, and other materials for testing and identification.
• Maintain proper records of incoming and outgoing laboratory items.
• Prepare and maintain laboratory-related documentation and registers.
• Coordinate with gemologists and laboratory staff regarding administrative requirements.
• Ensure proper filing and storage of laboratory documents.
• 2. Client CoordinationHandle client enquiries through phone, email, and in-person communication.
• Coordinate with jewellery companies, gemstone dealers, manufacturers, exporters, retailers, and individual clients.
• Receive client submissions and ensure that required information and documentation are complete.
• Provide clients with updates regarding submission status, report collection, and other administrative matters.
• Maintain professional and confidential communication with clients.
• 3. Report & Certificate AdministrationMaintain records of laboratory reports and certificates issued by ICA GemLab.
• Assist in printing, organizing, dispatching, and maintaining copies of certificates.
• Verify basic administrative details on reports before release, as per laboratory procedures.
• Maintain certificate numbers, submission numbers, invoices, and related records.
• Ensure proper documentation and traceability of submitted items.
• 4. Data Entry & Record ManagementEnter and update client and laboratory submission information accurately.
• Maintain databases using MS Excel, Google Sheets, or laboratory management software.
• Maintain records of client details, submission numbers, report status, payments, and dispatches.
• Prepare daily, weekly, and monthly administrative reports.
• Ensure all records are updated and easily retrievable.
• 5. Billing & Accounts CoordinationCoordinate with the Accounts Department regarding client invoices and payments.
• Maintain records of quotations, invoices, receipts, and outstanding payments.
• Follow up with clients regarding pending payments when required.
• Assist in preparing daily collection and billing reports.
• Maintain proper documentation for financial transactions related to laboratory services.
• 6. Courier & Dispatch CoordinationCoordinate the secure dispatch and receipt of gemstones, jewellery, certificates, and other laboratory materials.
• Maintain courier and dispatch records.
• Coordinate with courier companies and clients regarding deliveries.
• Ensure appropriate documentation accompanies all dispatched items.
• Immediately report any discrepancy, delay, or delivery issue to the reporting manager.
• 7. Office & Operational SupportMaintain office supplies, stationery, forms, and administrative materials.
• Coordinate meetings, appointments, visitors, and official correspondence.
• Assist in organizing laboratory meetings, client meetings, events, and official visits.
• Support management and laboratory staff with administrative requirements.
• Maintain a professional and organized laboratory reception and office environment.
• 8. Confidentiality & ComplianceMaintain strict confidentiality of client information, gemstone details, laboratory reports, and business information.
• Follow ICA GemLab's internal SOPs and administrative procedures.
• Ensure proper handling and documentation of valuable items submitted to the laboratory.
• Follow established security and chain-of-custody procedures.
• Immediately report any discrepancy, loss, damage, or irregularity to the Laboratory Manager.
• Required SkillsExcellent verbal and written communication skills.
• Strong administrative and organizational skills.
• Good attention to detail.
• Proficiency in MS Word, Excel, PowerPoint, Google Workspace, and email communication.
• Good data-entry and documentation skills.
• Professional client-handling ability.
• Ability to maintain confidential information.
• Strong follow-up and coordination skills.
• Ability to work in a fast-paced laboratory environment.
• Basic understanding of gemstones and jewellery will be an advantage.

Qualification & ExperienceEducation: Graduate in any discipline.

Experience: 1–3 years of experience in administration, customer service, laboratory administration, jewellery, gemstones, or a similar industry preferred.

Candidates with experience in gemological laboratories, jewellery companies, diamond offices, or gemstone trading companies will be preferred.

• Key Performance Indicators (KPIs)Accuracy of laboratory and client records.
• Timely processing of administrative documentation.
• Proper maintenance of submission and certificate records.
• Effective client communication and follow-up.
• Accuracy of data entry and billing coordination.
• Proper handling and documentation of submitted items.
• Timely coordination of courier and dispatch activities.
• Compliance with laboratory SOPs and confidentiality requirements.