Office Assistant

Asoj Soft Caps; Vadodara; On-site; INR 300,000 - 420,000; Full time

Job summary

Asoj Soft Caps is seeking a proactive Office Administrator to support daily clerical tasks, maintain records, and assist sales, HR, and logistics across the Vadodara facility. You will liaise with vendors and customers, prepare basic documents, and keep office operations smooth.

The role requires a Graduate in any discipline and strong organizational skills to manage multiple duties with accuracy and courtesy in a fast-paced environment.

Qualifications

• Graduate in any discipline (B.Com / B.A / BBA preferred).

Responsibilities

• Office Administration & Clerical tasks including filing, photocopying, scanning, printing, and courier management.
• Sales support and coordination with sales team, quotations, orders and delivery tracking.
• Handle emails, phone calls and correspondence; draft letters and reports.
• Maintain records for sales, purchases, dispatches, and office expenses.
• Assist senior management and HR with attendance, leave, and personnel files.
• Manage visitor handling and liaison with housekeeping and security.

Skills

Office administration

Clerical work

Coordination

Communication

Data entry

Record keeping

Education

Graduate in any discipline (B.Com / B.A / BBA preferred)

Job description

Key Responsibilities:

1. Office Administration & Clerical Work:

• Handle routine office activities such as filing, photocopying, scanning, printing, and courier management.
  
• Maintain stationery stock, office supplies, and equipment records.
  
• Assist in preparation and maintenance of official records, registers, and documentation.
  
• Support management in scheduling meetings, preparing minutes, and maintaining follow-ups.
  

2. Sales Support & Coordination:

• Coordinate with sales team and customers for quotations, orders, dispatch status, and follow-ups.
  
• Prepare Proforma Invoices, Quotations, Sales Orders, and Delivery Challans.
  
• Maintain and update customer database, enquiry logs, and sales trackers.
  
• Follow up on pending quotations, purchase orders, and payment status.
  
• Coordinate with the dispatch/logistics team for timely delivery of goods.
  

3. Communication & Correspondence:

• Handle incoming and outgoing emails, phone calls, and courier communications.
  
• Draft and type official letters, emails, and reports as per management requirements.
  
• Liaise with vendors, clients, and inter-departmental teams for coordination.
  

4. Documentation & Record Keeping:

• Maintain records related to sales, purchase, dispatch, and office expenses.
  
• Assist in data entry, invoice filing, and maintaining hard/soft copies of documents.
  
• Support accounts and finance team in maintaining vouchers, bills, and receipts.
  

5. Support to Management & Departments:

• Provide administrative assistance to senior management in day-to-day tasks.
  
• Assist HR in maintaining attendance records, leave registers, and personnel files.
  
• Help logistics in preparing transport documents and tracking dispatches.
  
• Coordinate with quality or production departments for sample dispatches or documentation when needed.
  

6. Office Maintenance & Visitor Handling:

• Maintain a clean and organized office environment.
  
• Manage visitor entry, calls, and basic hospitality (tea, water, etc.).
  
• Ensure proper coordination with housekeeping and security staff.
  

Qualifications & Experience:

• Education: Graduate in any discipline (B.Com / B.A / BBA preferred).