Office Coordinator

Company Name

UNISPARES

Department

Office Coordination

Job Location

B 131, PHASE II , NOIDA

Reporting To

HR Manager / Plant Head / Management

Industry

Automobile Parts Manufacturing & Export

Job Purpose

To ensure smooth day-to-day office operations, maintain proper documentation, coordinate with internal departments, and provide administrative support for domestic and international export-related activities.

Roles and Responsibilities

A. Office Administration

Manage daily office activities and ensure the smooth functioning of office operations.

Maintain office files, records, registers, and important documents.

Handle incoming and outgoing calls, emails, courier services, and correspondence.

Maintain office stationery and other administrative supplies.

Coordinate office meetings, appointments, and visitor arrangements.

B. Export Documentation and Coordination

Assist in preparing and maintaining export-related documents.

Coordinate with the export team, logistics team, transporters, freight forwarders, and CHA (Customs House Agent).

Maintain records of purchase orders, sales orders, invoices, packing lists, and dispatch documents.

Follow up on shipment schedules and delivery status.

Maintain proper records of customer communications and export shipments.

Assist in preparing shipping documents as per company procedures.

C. Interdepartmental Coordination

Coordinate with Production, Quality, Stores, Dispatch, Purchase, Accounts, and HR departments.

Follow up on pending tasks and ensure timely communication between departments.

Collect daily reports and share updates with the concerned management.

Support coordination for customer visits, vendor meetings, and official inspections.

D. Data Entry and Record Management

Maintain accurate data in Excel, ERP, or other company software.

Prepare daily, weekly, and monthly reports as required.

Maintain records of dispatches, inward and outward materials, and office correspondence.

Ensure the confidentiality and security of company information.

E. Vendor and Customer Coordination

Communicate professionally with customers, suppliers, and service providers.

Follow up on pending documents, quotations, orders, and deliveries.

Respond to routine inquiries and forward technical or commercial matters to the concerned department.

Maintain updated contact details of customers, vendors, and business associates.

F. General Administrative Support

Assist HR and Accounts with documentation whenever required.

Support audit preparation by arranging relevant records and documents.

Ensure office discipline, cleanliness, and proper document filing.

Perform other administrative duties assigned by management.

Educational Qualification

Graduate in any discipline; preferably MBA, (From machenical side) b.tech

Diploma or certification in Office Administration will be an added advantage.

Experience

1–3 years of experience in office administration, coordination, or export documentation.

Experience in an automobile or manufacturing company will be preferred.

Required Skills

Good communication and coordination skills.

Proficiency in MS Office, especially Excel, Word, and Outlook.

Knowledge of email correspondence and documentation.

Basic understanding of export procedures and shipping documents.

Good organizational and time-management skills.

Attention to detail and ability to handle multiple tasks.

Professional behavior and confidentiality.

Key Performance Indicators (KPIs)

Accuracy and timely completion of documentation.

Timely follow-up on pending tasks and shipments.

Proper maintenance of office records and files.

Effective coordination between departments.

Timely submission of reports to management.

Minimal errors in data entry and documentation.

Working Conditions

Full-time position.

Work at the company office or manufacturing plant.

Coordination with multiple departments and external business partners.

__

Pay

₹25,000.00 - ₹35,000.00 per month

Benefits

Flexible schedule

Internet reimbursement

Leave encashment

Paid sick time

Paid time off

Work Location

In person