Administration Executive

MV Meditech; Pimpri-Chinchwad; On-site; INR 279,000 - 446,000; Full time

Job summary

MV Meditech is seeking a detail-oriented logistics/administration professional to manage post-tender documentation, order processing, dispatch documentation and billing coordination. The role requires strong ERP usage, MS Excel proficiency, and excellent coordination across departments.

Candidate should track multiple orders, maintain delivery schedules, and ensure timely completion with travel flexibility for on-site duties in the Pimpri-Chinchwad area.

Qualifications

• Working knowledge of ERP systems and MS Excel.
• Strong communication and follow-up skills.
• Knowledge of billing, dispatch and delivery documentation.
• Excellent documentation, coordination and record-management abilities.
• Ability to track multiple orders and meet deadlines.
• Willingness to travel as needed.

Responsibilities

• Prepare and maintain post-tender documentation and LOA/PO/Work Orders.
• Coordinate with internal departments for material availability and order execution.
• Maintain order status, delivery schedules and POD/GRN documentation.
• Coordinate with accounts for invoice preparation and submission; follow up on payments.
• Enter and update orders, movements, dispatches and invoices in ERP; prepare status reports.

Skills

ERP knowledge

MS Excel

Communication skills

Documentation

Coordination

Order tracking

Travel willingness

Industry experience in medical devices

Tools

ERP Software

Job description

1. Post-Tender Documentation

• Prepare and maintain documents required after the tender is awarded.
• Maintain Letter of Award (LOA), Purchase Orders (PO), Work Orders and contract documents.
• Maintain agreement copies, acceptance letters, declarations and official correspondence.
• Track submission deadlines and compliance requirements.

2. Order Processing & Coordination

• Process government department and customer purchase orders.
• Coordinate with internal departments for material availability and order execution.
• Maintain order status, pending requirements and delivery schedules.
• Follow up with concerned departments for timely order completion.

3. Dispatch & Delivery Documentation

• Prepare and maintain Delivery Challans, invoices and dispatch documents.
• Coordinate with warehouse, store, logistics and transport teams. Track deliveries and maintain Proof of Delivery (POD), receiving copies and acknowledgement records.
• Collect Goods Receipt Notes (GRN) or consignee receipt/acceptance documents, wherever required.
• Follow up on pending deliveries and document approvals.

4. Billing & Payment Follow-up

• Coordinate with the accounts team for invoice preparation and submission.
• Submit invoices and supporting documents to the concerned government department or customer.
• Maintain invoice submission records and payment status.
• Follow up for payment release and resolve documentation-related queries.
• Maintain records of deductions, recoveries and pending bills, as applicable.

5. ERP & Inventory Coordination Role & responsibilities

• Enter and update purchase orders, sales orders, material movements, dispatches and invoices in ERP.
• Maintain accurate records of stock, delivery status and order completion.
• Coordinate with warehouse and accounts teams for reconciliation.
• Prepare daily, weekly and monthly status reports.

Preferred candidate profile

• Working knowledge of ERP and MS Excel.
• Good communication and follow-up skills.
• Knowledge of billing, dispatch and delivery documentation.
• Strong documentation, coordination and record-management skills. Ability to track multiple orders and meet deadlines.
• Should be flexible to travel
• Candidates with prior experience in the medical equipment, medical devices, or pharmaceutical industry will be preferred