Executive Administration

JOB DESCRIPTIONAdministration ExecutiveDepartment: Administration

Location: Rajokri, New Delhi

Employment Type: Full-Time

Experience: 2–5 Years

1. JOB SUMMARYWe are looking for a proactive, organised and detail-oriented Administration Executive to manage quotation preparation, MIS reporting, data management, office administration and inter-departmental coordination.

The ideal candidate should have strong expertise in Microsoft Excel and Google Sheets, excellent numerical accuracy, strong follow-up skills and a process-oriented approach. The candidate will be responsible for consolidating information from different departments, preparing accurate quotations and MIS reports, maintaining records and improving administrative processes through systemisation and automation.

• 2. KEY RESPONSIBILITIESA. Quotation & Order DocumentationPrepare accurate and timely quotations based on client requirements, product details and approved pricing.
• Coordinate with management and concerned departments to verify pricing, product specifications and commercial details.
• Ensure quotations are reviewed and shared within defined timelines.
• Maintain records of quotations, Sales Orders, Proforma Invoices and related documents.
• Ensure all order-related documentation is complete, organised and easily traceable.
• B. MIS, Reporting & Data ManagementCollect, verify and consolidate data received from various departments.
• Prepare weekly, fortnightly and monthly MIS reports for management review.
• Refine and structure raw data into accurate and meaningful reports.
• Maintain master data, trackers and reporting formats with high accuracy.
• Identify discrepancies, missing information and data gaps and coordinate for timely corrections.
• Use Excel and Google Sheets to improve reporting efficiency and data flow.
• C. Office Administration & FacilitiesManage day-to-day office administration and ensure smooth office operations.
• Maintain records of office assets, equipment and administrative resources.
• Coordinate office supplies, maintenance, repairs and facility requirements.
• Coordinate with vendors and service providers and follow up on pending requirements.
• Ensure the workplace remains organised, functional and well maintained.
• D. Inter-Departmental CoordinationCoordinate with Sales, Purchase, Accounts, Stores, Operations, HR and other departments.
• Follow up for pending data, documents, approvals and other requirements.
• Ensure timely collection and submission of information.
• Maintain clear and professional communication across departments.
• Escalate delays and unresolved matters to the concerned person.
• E. Process Improvement & AutomationIdentify repetitive and manual processes that can be simplified or systemised.
• Develop efficient trackers, reporting formats and interconnected sheets.
• Improve information flow between forms, sheets and reporting systems.
• Identify opportunities to reduce manual work through automation.
• Support the implementation and improvement of administrative systems and processes.
• 3. KEY RESULT AREAS (KRAs)Quotation & DocumentationEnsure accurate and timely preparation of quotations.
• Verify pricing, quantities, product details and commercial information before release.
• Maintain complete and traceable quotation and order documentation.
• MIS & ReportingEnsure timely preparation and submission of weekly, fortnightly and monthly MIS reports.
• Maintain high accuracy and completeness of reports and underlying data.
• Ensure data is properly consolidated, refined and structured for management review.
• Identify and resolve discrepancies and missing information promptly.
• Administration & OperationsEnsure smooth execution of daily administrative activities.
• Maintain office facilities, resources and documentation accurately.
• Follow up on administrative and facility-related issues until closure.
• Data & SystemsMaintain accurate master data, trackers and reporting formats.
• Effectively utilise Excel and Google Sheets for reporting and data management.
• Improve efficiency by linking, systemising and automating repetitive processes.
• Coordination & Follow-UpEnsure timely collection of information from departments.
• Maintain consistent follow-up on pending requirements.
• Facilitate smooth inter-departmental coordination and timely escalation of delays.

4. REQUIRED SKILLS & COMPETENCIESTechnical Skills

• Advanced knowledge of Microsoft Excel and Google Sheets.
• Strong knowledge of Pivot Tables, XLOOKUP, INDEX-MATCH, IMPORTRANGE, ARRAYFORMULA, FILTER and inter-sheet linking.
• Strong MIS preparation, data consolidation and reporting skills.
• Excellent numerical and mathematical ability.
• Experience in quotation preparation and order documentation.
• Strong data management and record-maintenance skills.
• Ability to develop interconnected, simplified and automated reporting systems.

Behavioural Competencies

• Highly organised and detail-oriented.
• Strong follow-up and coordination skills.
• Logical and structured approach to work.
• Strong ownership and accountability.
• Ability to manage multiple priorities and deadlines.
• Proactive approach towards problem-solving and process improvement.
• Willingness to learn and continuously improve existing processes.
• 5. QUALIFICATION & EXPERIENCEBachelor's degree in Commerce, Business Administration, Management or a related field.
• 2–5 years of relevant experience in MIS, administration, operations, reporting or a similar role.
• Prior experience in quotation preparation and order documentation will be preferred.
• Hands-on expertise in Microsoft Excel and Google Sheets is essential.
• Experience in developing or improving automated/interconnected reporting systems will be an advantage.

6. IDEAL CANDIDATE PROFILEThe ideal candidate will be a systematic, analytical and highly organised professional who can independently manage administrative activities, prepare accurate reports, coordinate with multiple departments and ensure timely completion of assigned tasks. The candidate should have a strong command of Excel and Google Sheets and a mindset focused on accuracy, ownership, efficiency and process improvement.