Urgent Opening - Office & Frontend Administration -Ahmedabad Location

Machinestation; Ahmedabad District; On-site; INR 400,000 - 650,000; Full time

Job summary

Machinestation in Ahmedabad seeks an Operations & Admin Executive to manage daily warehouse coordination, office administration, and front-office activities. You will be based at the reception/front-office area, serving as the first contact for customers, visitors, vendors, and employees while coordinating warehouse and facility needs.

The role requires excellent spoken and written English, professional grooming, and strong follow-through.

Qualifications

• Graduate in any discipline.
• 25 years of relevant experience in warehouse administration, operations coordination, logistics, facility management, or a similar role.
• Excellent spoken and written English with professional communication.
• Professional grooming and business-appropriate presentation.
• Proficient with MS Excel, Google Sheets, email and documentation.
• Strong coordination, organisation, problem-solving and follow-up skills.
• Ability to prioritise reception duties alongside warehouse and admin tasks.
• Willingness to move around the warehouse for coordination and checks.
• Ability to work independently and take ownership.
• Experience in machinery, equipment or industrial operations is an advantage.

Responsibilities

• Front Office & Visitor Coordination: warmly welcome guests and manage calls, emails and couriers.
• Warehouse & Logistics Coordination: track inbound/outbound movements and maintain records.
• Administration & Facility Management: oversee housekeeping, security, maintenance, and office supplies.
• Employee & HR Support: assist with site induction, attendance, and onboarding processes.
• Safety, Documentation & Reporting: monitor SOPs, compliance docs, and provide regular updates.

Skills

English communication

Front-office etiquette

Coordination

Problem solving

Independent work

Vendor/customer liaison

Education

Graduate in any discipline

Tools

MS Excel

Google Sheets

Email

Documentation

Job description

We are looking for a proactive and well-organised Operations & Admin Executive to manage daily warehouse coordination, office administration, and front-office activities at our Ahmedabad facility.

Based at the reception/front-office area, this person will be the first point of contact for customers, visitors, vendors, and employees while also actively coordinating warehouse and facility requirements. The role requires excellent spoken and written English, professional grooming and business-appropriate presentation, a courteous manner, and strong follow-through.

Key Responsibilities

Front Office & Visitor Coordination

• Welcome customers, visitors, vendors, and service partners professionally.
• Handle incoming calls, emails, enquiries, couriers, and correspondence accurately and promptly.
• Maintain visitor records, coordinate appointments and customer visits, and connect visitors with the relevant team.
• Keep the reception and meeting areas organised and ready for visitors.
• Coordinate visitor access and communicate applicable warehouse safety requirements.

Warehouse & Logistics Coordination

• Coordinate inward and outward movement of machinery, equipment, and materials, including dispatch, loading/unloading, and transport arrangements.
• Maintain accurate inventory records, stock movement registers, delivery challans, gate passes, and supporting documents.
• Coordinate with Sales, Service, Finance, HR, Logistics, and Operations teams for timely execution.
• Track pending deliveries, pickups, and operational requirements; escal

Administration & Facility Management

• Coordinate housekeeping, security, maintenance, repairs, internet, CCTV, utilities, and office supplies.
• Source local vendors, obtain quotations, follow up on approved work, and maintain service records.
• Track vendor bills and coordinate approvals and payments with Finance.
• Conduct routine facility checks and follow up on issues until closure.

Employee & HR Support

• Maintain attendance records and share accurate updates with HR.
• Support joining formalities, site induction, access arrangements, PPE issuance, and employee requirements.
• Coordinate with HR and relevant managers on site-level administrative concerns.

Safety, Documentation & Reporting

• Monitor housekeeping, access control, PPE use, and adherence to established warehouse SOPs.
• Support statutory and compliance documentation under the guidance of the responsible teams.
• Maintain organised operational and administrative records.
• Share regular updates covering completed work, pending tasks, issues, next steps, and expected closure dates.

Requirements

• Graduate in any discipline.
• 25 years of relevant experience in warehouse administration, operations coordination, logistics, facility management, or a similar combined role.
• Excellent spoken and written English, with the confidence to interact professionally with customers, management, vendors, and visitors.
• Professional grooming, business-appropriate attire, and strong front-office etiquette.
• Good working knowledge of MS Excel, Google Sheets, email, and documentation.
• Strong coordination, organisation, problem-solving, and follow-up skills.
• Ability to prioritise reception responsibilities alongside warehouse and administrative requirements.
• Comfortable moving around the warehouse for coordination and routine checks.
• Ability to work independently, take ownership, and close tasks on time.
• Experience in machinery, equipment, or industrial operations will be an advantage.