Office Administration, Purchase & Billing Executive

About the Role

Mechicraft Technologies LLP is looking for a responsible, organised and proactive Office Administration, Purchase & Billing Executive to support day-to-day office operations while independently handling local purchases, billing, vendor coordination and documentation.

The ideal candidate should be very good in MS Office, particularly MS Excel and MS Word, have good email communication skills and be comfortable coordinating with vendors, customers, technicians and management.

Key Responsibilities

Office Administration

Handle day-to-day office administration and documentation.

Maintain physical and digital records, files and registers.

Prepare letters, reports, statements and other office documents.

Coordinate with technicians, customers, vendors and management.

Maintain proper documentation of company transactions and activities.

Purchase & Vendor Coordination

Handle local purchase of refrigeration spares, electrical items, tools, consumables, hardware and other requirements.

Identify and coordinate with local suppliers/vendors.

Obtain quotations, compare prices and prepare purchase recommendations.

Prepare Purchase Orders and follow up for material delivery.

Verify materials received against PO/quotation and supporting documents.

Maintain purchase and vendor records.

Visit local markets/vendors whenever required for urgent purchases.

Billing & Commercial Support

Prepare customer invoices, quotations, bills and supporting documents.

Check vendor bills against purchase orders and material/service received.

Maintain purchase, sales, expense and billing registers.

Coordinate with management/accounts team for payment and collection follow-up.

Maintain proper GST-related billing documentation.

MIS & MS Office

Prepare daily/weekly/monthly MIS and management reports.

Maintain Excel-based purchase, billing, expense and vendor databases.

Use MS Excel, MS Word, PowerPoint, PDF and Email effectively.

Prepare professional emails and correspondence independently.

Candidate Requirements

Graduate in any discipline; B.Com/BBA preferred.

1–3 years of relevant experience in office administration, purchase, billing, back office or commercial coordination.

Strong working knowledge of MS Excel and MS Office is essential.

Good written and spoken English.

Bengali and Hindi communication skills preferred.

Basic understanding of GST, invoices and purchase documentation.

Tally/Busy/Zoho or similar accounting software knowledge will be an advantage.

Good vendor negotiation and follow-up skills.

Must be organised, responsible and able to work independently.

Should be willing to travel locally for urgent purchases when required.

Key Competencies

MS Excel | Email Communication | Purchase Coordination | Billing | Vendor Management | Documentation | MIS | Office Administration | Follow-up | Attention to Detail

What We Expect

The candidate should be capable of taking ownership of routine office, purchase and billing activities with minimum supervision and should be comfortable working in a growing engineering/service organisation where responsibilities may span multiple functions.

Salary

As per experience and suitability

Joining

Immediate / Short Notice preferred

Pay

₹8,000.00 - ₹20,000.00 per month

Benefits

Provident Fund

Language

English & Hindi (Required)

Work Location

In person