Admin Executive

Admin Executive – Printing Order & Delivery Coordination

Company: Vibrant Enterprises

Location: Surat, Gujarat (office-based)

Experience: 1–3 years in order coordination, back-office or print-shop admin (printing experience preferred)

Employment type: Full-time Compensation: ₹18,000–₹24,000/month (as per experience)

About the role

We are looking for a well-organised Admin Executive to run the order-to-delivery desk for our printing business. You will be the central point between three sides — the client, the printing/production team, and the delivery staff. Your job is to take orders in correctly, get them moving in production without errors, make sure they reach the client on time, and keep the client informed at every step.

This is a coordination and follow-up role. Success looks like: no order missed, no wrong job sent to print, deliveries going out on schedule, and clients never left wondering where their order is. If you are someone who likes order, checklists and closing loops, this role is for you.

Key responsibilities

• Order handling
• Receive printing orders from clients across phone, WhatsApp, email and walk-ins, and record each one properly.
• Confirm every job’s specifications before it moves — size, quantity, paper/GSM, colours, finishing (lamination, binding), artwork status and required delivery date.
• Prepare clear job cards / work orders and follow up with clients for pending artwork or approvals.
• Putting orders into production
• Hand over confirmed orders to the printing/production team with complete, correct details.
• Track each job as it moves through pre-press, printing and finishing, and flag any delay early.
• Coordinate priorities with production so urgent and deadline-bound jobs are handled first.
• Delivery coordination
• Assign and schedule delivery boys, plan daily dispatch, and hand over correct delivery details and addresses.
• Track dispatches through to completion and confirm each delivery is done.
• Handle delivery problems (wrong address, client unavailable, returns) quickly and calmly.
• Client communication
• Proactively update clients on order status and expected delivery time.
• Answer client queries about their delivery and resolve complaints politely and promptly.
• Records & coordination
• Maintain order registers, delivery logs and status trackers (Excel / Google Sheets).

Required skills

• Strong organisation and multitasking — able to track many orders and deadlines at once without dropping any.
• Clear, polite communication in Gujarati and Hindi (working English an advantage) — comfortable on phone and WhatsApp all day.
• Good with WhatsApp, phone coordination, email and Excel / Google Sheets.
• Ability to coordinate and follow up with field staff (delivery boys) and production team.
• Calm, dependable and solution-focused under deadline pressure.
• Attention to detail — catching a wrong spec before it goes to print.

Preferred (bonus)

• Prior experience in a printing press, print shop, or order-processing / back-office role.
• Familiarity with the printing process and terms — offset vs digital, GSM, paper types, lamination, binding — so orders are read and carded correctly.
• Experience coordinating a delivery or dispatch team.