Office Assistant

Argentum Alloys Private Limited; Ludhiana; On-site; INR 300,000 - 500,000; Full time

Job summary

Argentum Alloys Private Limited is seeking a candidate for a role focused on administrative support and export documentation in Ludhiana, Punjab. The successful applicant will need to manage daily office tasks and coordinate with various departments for smooth operations.

Key responsibilities include preparing export documents, maintaining records, and assisting the Managing Director with reports and presentations. Proficiency in MS Office and strong communication skills are essential for this position.

Qualifications

• Strong communication abilities and professional phone etiquette.
• Proficiency in administrative assistance and clerical skills.
• Organized and able to manage multiple tasks with attention to detail.

Responsibilities

• Prepare and maintain export-related documents.
• Coordinate with freight forwarders and customers.
• Maintain records of export shipments and ensure documentation is submitted timely.

Skills

MS Excel

MS Word

Email Communication

Export Documentation

Logistics Coordination

Record-Keeping

Organizational Skills

Basic Accounting

Communication Skills

Follow-up Skills

Job description

Role Description

• Strong communication abilities and professional phone etiquette for interacting with visitors, callers, and team members.
• Proficiency in administrative assistance and clerical skills, including filing, data entry, document preparation, and basic record-keeping.
• Organized, reliable, and able to manage multiple tasks with attention to detail.
• Prepare and maintain export-related documents such as Commercial Invoices, Packing Lists, Certificates of Origin, Shipping Bills, Bill of Lading/Airway Bills, and other export compliance documents.
• Coordinate with freight forwarders, CHA (Custom House Agents), shipping lines, and customers for shipment execution.
• Maintain records of export shipments and ensure timely submission of required documentation.
• Coordinate with Production, Stores, Quality, Dispatch, and Accounts departments to ensure smooth day-to-day operations.
• Follow up on pending activities and provide status updates to management.
• Maintain physical and electronic filing systems for company records and documents.
• Maintain confidentiality and security of company records.
• Maintain the petty cash book and record all petty cash transactions accurately.
• Monitor petty cash balance and arrange replenishment as required.
• Assist the Managing Director in day-to-day office and administrative activities.
• Prepare reports, presentations, and MIS as directed by the MD.
• Follow up with internal departments and external parties on behalf of the MD.
• Coordinate with vendors and service providers for office-related requirements.
• Support management in various administrative and operational tasks as assigned.

Skills Required

• Proficiency in MS Excel, MS Word, and Email Communication.
• Knowledge of export documentation and logistics coordination.
• Good record-keeping and organizational skills.
• Basic accounting knowledge for petty cash handling.
• Strong communication and follow-up skills.
• Ability to maintain confidentiality and work independently.