Office Assistant

Role Summary Support day-to-day office and store operations: keep stock organised, prepare and email customer quotations, and coordinate dispatches so orders reach customers on time and with correct documents. Key Responsibilities 1. Store operations Receive incoming goods and check them against purchase orders and delivery challans. Maintain the stock register (physical and in Excel/ERP). Do regular stock counts and report discrepancies. Store, label and arrange materials so they can be found and issued quickly. Pick and pack materials for orders. Flag low stock to the manager before it runs out. Keep the store clean, safe and organised. Handle samples and returns. 2. Quotations and email Prepare quotations from customer enquiries using the approved price list, and get them checked before sending. Email quotations, samples information and follow-ups professionally, and keep a quotation log (date, customer, item, price, status). Follow up on pending quotations and update the team on responses. Handle routine customer and supplier emails and phone calls, and forward technical queries to the right person. 3. Dispatch coordination Plan dispatches with the sales/management team and confirm quantities and delivery dates with customers. Prepare dispatch documents: invoice, packing list, delivery challan, e-way bill (if applicable), and transporter/courier booking (LR/AWB). Book transporters or couriers, and share tracking details with customers. Confirm delivery, collect proof of delivery, and follow up on delays, damages or shortages. 4. General office administration Maintain files and records (orders, invoices, dispatch and stock records). Coordinate with accounts on invoicing, payments and pending documents. Support purchase follow-ups with suppliers. Prepare simple daily/weekly MIS reports (stock, quotations sent, dispatches completed and pending). Requirements Graduate (B.Com/BBA or equivalent preferred); 1-3 years' experience in office, store or dispatch work (freshers with strong basics may be considered). Good written English and professional email etiquette. Working knowledge of MS Excel and Word/Outlook. Basic Tally/ERP knowledge is a plus. Familiarity with GST invoicing, e-way bills and transport/courier processes is an advantage. Accurate, organised and comfortable with deadlines and multi-tasking. Willingness to do some hands-on store work (lifting and moving light goods, packing). Skills and Attributes Attention to detail and honesty in record-keeping. Clear communication, and a habit of following up without being reminded. Ability to work independently and escalate issues early.