Full job description

Administrative Assistant (Sales, Purchasing & Operations Support)About the Role

We are looking for a highly organized, proactive, and detail-oriented Administrative Assistant to join our team.

The successful candidate will support the daily operations of the Sales, Purchasing, Warehouse, and Accounts departments by coordinating workflows, following up on pending tasks, and ensuring every order progresses smoothly from quotation to delivery, documentation, and invoicing.

This is not an accounting position or a traditional secretary role. It is an operations support role focused on coordination, administration, documentation, and follow-up.

Key ResponsibilitiesSales Support

• Receive and register customer inquiries and orders.
• Prepare Order Sheets and coordinate with the Sales team for pricing.
• Send quotations after management approval.
• Follow up on quotations and customer responses.
• Track customer orders until completion.

Purchasing Support

• Prepare and send Purchase Orders (POs).
• Follow up with suppliers regarding order confirmations and delivery schedules.
• Monitor outstanding Purchase Orders.
• Follow up on prepaid purchase orders until materials are received.
• Maintain supplier records and purchasing documentation.

Delivery & GRN Follow-up

• Maintain the Delivery & GRN Follow-up Report.
• Follow up with customers after materials are collected from our warehouse to ensure GRNs are issued on time.
• Contact customer project representatives regarding delayed GRNs.
• Prepare and maintain the Pending GRN Report.
• Coordinate with Sales and Purchasing to resolve delivery-related issues.
• Follow up until invoices can be issued.

Cheque Administration

• Prepare cheques and supporting documents.
• Submit cheques to the Accounts Department for verification and system entry.
• Receive verified cheques for management approval and signature.
• Deliver signed cheques to suppliers after ensuring all required documents are complete.
• Maintain an accurate cheque tracking register.

Administrative & Secretarial Duties

• Handle incoming calls, emails, and office correspondence.
• Welcome visitors and suppliers.
• Schedule meetings and appointments.
• Prepare business correspondence.
• Maintain organized electronic and hard-copy filing systems.

Operations Coordination

• Coordinate daily between the Sales, Purchasing, Warehouse, and Accounts departments.
• Monitor all pending operational tasks.
• Ensure each task progresses until completion.
• Escalate delays to management.
• Help improve workflow and reduce operational delays.

Reporting

Prepare daily and weekly reports, including:

• Pending Customer Orders
• Pending Quotations
• Outstanding Purchase Orders
• Delivery Status
• Pending GRNs
• Pending Invoices
• Cheques Pending Signature
• Cheques Delivered
• Material Shortages
• Supplier Follow-up Status

Requirements

• Minimum 2 years of experience in administration, coordination, purchasing support, or office operations.
• Proven hands-on experience using Tally ERP (Tally Prime or Tally ERP 9), including Purchase Orders, data entry, and daily operational follow-up. (Mandatory)
• Excellent command of English (spoken and written).
• Good knowledge of Microsoft Excel and Microsoft Office.
• Ability to create and maintain tracking sheets using Excel.
• Strong organizational and multitasking skills.
• Excellent communication and follow-up abilities.
• High attention to detail and accuracy.
• Ability to work under pressure and meet deadlines.
• Self-motivated and able to work independently.
• Ability to take ownership of tasks and follow them through until they are fully completed (Open → In Progress → Closed).

Preferred Qualifications

• Experience in building materials, construction, trading, or industrial supply companies.
• Good understanding of the complete workflow from customer inquiry to invoicing.
• Experience handling:
• Purchase Orders (PO)
• Delivery Notes (DN)
• Delivery & GRN Follow-up
• Quotation Tracking
• Experience communicating with suppliers and customers.
• Experience with ERP systems is an advantage.

What Success Looks Like in This Role

The successful candidate will:

• Ensure no order stops between departments.
• Follow up on every task until completion.
• Reduce GRN delays.
• Ensure documentation is complete before invoicing or cheque release.
• Prepare accurate reports for management.
• Improve operational efficiency across departments.