Office Executive

Role: Office Manager & Technology Coordinator (Ahmedabad HQ)

Role Definition
Manages all administrative, operational, and technology-related activities at the Ahmedabad headquarters. Ensures smooth daily operations including billing, factory requirements, packaging materials procurement, and leverages technology solutions to resolve roadblocks across the company. Acts as a multi-tasking operational anchor capable of handling high-pressure situations and executing diverse tasks.


Responsibility Deliverable
Responsibility Deliverable

1. Office Administration & Billing Operations
2. Factory Operations Support & Material Management
3. Technology & Digital Solutions Management
4. Problem Solving & Crisis Management

Tasks & Activities



Office Administration & Billing Operations:

1. Oversee daily billing operations and ensure accurate invoice generation for all client orders
2. Maintain proper documentation of all transactions, purchase orders, and vendor agreements
3. Coordinate with accounts team for payment tracking, collections, and vendor payments
4. Manage office supplies, stationery, and ensure smooth functioning of office infrastructure
5. Handle correspondence, filing, and record-keeping as per company standards

Factory Operations Support & Material Management:

1. Coordinate procurement of packaging materials, raw materials, and factory consumables
2. Liaise with factory supervisors to understand daily requirements and ensure timely availability
3. Track inventory levels of packaging materials and initiate purchase orders proactively
4. Manage vendor relationships for packaging, consumables, and operational supplies
5. Ensure quality checks on incoming materials and resolve supplier-related issues

Technology & Digital Solutions Management:

1. Operate and troubleshoot computers, printers, billing software, and office equipment
2. Implement mobile apps and digital tools to streamline operations (inventory tracking, communication, task management)
3. Provide tech support to partners and team members for software, email, and device-related issues
4. Maintain digital records, backups, and ensure data security
5. Identify opportunities to automate manual processes using technology solutions

Problem Solving & Crisis Management:

1. Identify and resolve operational roadblocks affecting production, delivery, or client service
2. Handle urgent and unplanned tasks with agility and resourcefulness
3. Coordinate with Mumbai office, vendors, and logistics partners to resolve time-sensitive issues
4. Manage high-pressure situations calmly and ensure business continuity
5. Multitask across diverse activities and adapt to changing priorities without compromising quality

Measurement Metrics
Office Administration & Billing Operations:

• Billing accuracy rate: 98%+ (error-free invoices)
• Invoice generation turnaround time: Within 24 hours of order dispatch
• Payment collection efficiency: 85%+ payments received within credit terms
• Documentation compliance rate: 100% of transactions properly filed and recorded

Factory Operations Support & Material Management:

• Material availability rate: 95%+ (zero production delays due to material shortage)
• Vendor delivery compliance: 90%+ orders received on time
• Packaging material cost optimization: 5-10% reduction in procurement costs year-on-year
• Inventory accuracy: Less than 2% variance between physical stock vs recorded stock

Technology & Digital Solutions Management:

• System uptime: 98%+ (all office systems operational)
• Average resolution time for tech issues: Within 4 hours
• Number of digital solutions/apps successfully implemented: Minimum 2 per quarter
• User satisfaction with tech support: 4/5 rating from partners and team

Problem Solving & Crisis Management:

• Average response time to urgent issues: Within 30 minutes
• Issue resolution rate: 90%+ problems resolved without escalation to partners
• Adaptability score: Positive feedback from partners on handling unplanned tasks
• Operational continuity: Zero critical delays during high-pressure periods