Office Assistant

Job Description – Office Administrator & Sales Coordinator

"Urgent hiring: Looking strictly for local Chennai candidates who can commute daily to Kodambakkam."

Department: Administration / Sales & Operations

Reports To: Business Owner / Management

Business: Sweet & Catering Business

Job Purpose

To efficiently manage daily office administration, sweet orders, stock coordination, production follow-up, customer deliveries, and social-media-generated catering sales leads, ensuring orders are fulfilled on time, accurately, cost-effectively, and with excellent customer service.

Key Responsibilities

1. Sweet Order & Office Administration

Receive and accurately record all sweet orders received through phone, WhatsApp, walk-ins and other channels.

Prepare and provide the daily/advance order list to the production team with complete details such as:

Customer name and contact number

Product/item required

Quantity

Required date and time

Special instructions

Delivery/pick-up details

Coordinate with the production team to ensure manufacturing starts and is completed according to the required schedule.

Verify that the correct ingredients and quantities are used for each order.

Monitor production to minimise ingredient wastage, excess production and avoidable costs.

Check the finished products for quantity, packing and order accuracy before dispatch.

Coordinate with the delivery team to ensure all customer orders are delivered on time and to the correct location.

Maintain proper records of orders, deliveries, payments and pending requirements.

Immediately escalate any production, quality, delivery or customer-related issue to management.

2. Stock Management

Maintain daily records of raw materials, ingredients, packaging materials and finished products.

Monitor stock levels and identify items that need to be replenished.

Coordinate with management/purchase team for timely procurement.

Check incoming materials for quantity and basic quality before accepting them.

Ensure proper storage and rotation of ingredients to reduce spoilage and wastage.

Monitor consumption against production requirements and identify unusual/excess usage.

Conduct regular physical stock checks and reconcile them with stock records.

Maintain minimum and maximum stock levels for important ingredients and packaging materials.

Report shortages, damages, expiry concerns or wastage to management immediately.

3. Social Media Lead Management – Catering Business (Sister Concern)

Attend all sales enquiries/leads received through Instagram, Facebook, WhatsApp and other social-media channels for the catering business.

Respond to enquiries promptly and professionally.

Understand the customer's event requirements, including:

Event date

Number of guests

Venue/location

Type of function

Menu requirements

Budget

Service requirements

Prepare suitable catering quotations and provide competitive rates while maintaining the required profit margin.

Follow up systematically with interested customers until the enquiry is converted or closed.

Maintain a proper lead and follow-up register with enquiry status, quotation value and conversion status.

Coordinate with the catering/production team after order confirmation to ensure the event is planned and fulfilled properly.

Ensure the agreed menu, quantity, quality, timing and service requirements are communicated clearly to the concerned teams.

Follow up with the customer before the event and ensure smooth execution.

Collect customer feedback after the event and maintain good long-term customer relationships.

Work towards increasing social-media lead conversion, repeat orders and catering revenue.

Key Performance Indicators (KPIs)

100% accurate order communication to production.

Timely completion and dispatch of sweet orders.

Minimum production and ingredient wastage.

Accurate and regularly updated stock records.

No avoidable stock-outs of essential materials.

Timely delivery of customer orders.

Fast response to social-media enquiries.

Lead-to-order conversion rate.

Catering sales/revenue generated from social-media leads.

Customer satisfaction and repeat business.

Proper documentation and daily reporting.

Required Skills

Good communication and customer-handling skills.

Strong coordination and follow-up ability.

Basic knowledge of MS Excel / Google Sheets / WhatsApp Business.

Good numerical and record-maintenance skills.

Ability to prepare quotations and calculate quantities/rates accurately.

Strong attention to detail.

Ability to coordinate effectively with production, delivery, purchase and catering teams.

Ability to handle multiple orders and priorities simultaneously.

Sales-oriented approach with good negotiation skills.

Responsible, punctual and proactive working attitude.

Preferred Experience

1–3 years of experience in office administration, bakery/sweets, food business, catering, retail, order management or sales coordination.

Experience handling food orders, stock management or catering enquiries will be an advantage.

Important Personal Qualities

The candidate should be responsible, organised, trustworthy, proactive, customer-friendly and highly attentive to time, quantity, quality and wastage.

"Urgent hiring: Looking strictly for local Chennai candidates who can commute daily to Kodambakkam."