Admin Executive

Job Description Office Assistant – Export Documentation & Stock Management Company: Shri Durga Surgical Location: Ahmedabad, Gujarat Department: Administration / Export / Inventory Management Reporting To: Director / Export Manager / Operations Head Job Summary Shri Durga Surgical is looking for a dedicated and detail-oriented Office Assistant who will be responsible for export documentation, inventory coordination, office administration, dispatch coordination, and day-to-day operational support. The candidate should have good knowledge of documentation processes, stock handling, MS Excel, and office coordination. Experience in manufacturing or export industry will be preferred. 1. Export Documentation Management • Prepare and maintain export documents including Commercial Invoice, Packing List, Shipping Bill, E-way Bill, Certificate of Origin, BL, AWB, LUT documentation, and export declarations. • Coordinate with CHA, freight forwarders, shipping lines, transporters, and courier companies. • Maintain proper shipment records and export files. • Track shipment schedules and dispatch timelines. • Follow up with logistics partners for shipment movement and delivery status. • Maintain export-related records for audit and compliance purposes. • Support export team in documentation for international customers. 2. Stock & Inventory Management • Maintain daily stock inward and outward records. • Update stock registers and ERP/Excel records. • Coordinate with production department for finished goods stock. • Monitor raw material, finished goods, and packing material inventory. • Assist in physical stock verification and reconciliation. • Prepare stock reports and inventory summaries. • Coordinate dispatch planning with production and sales teams. • Ensure proper documentation for material movement. • Monitor low-stock items and inform management timely. 3. Dispatch & Logistics Coordination • Coordinate dispatch schedules with transporters. • Prepare dispatch documents and delivery challans. • Verify dispatch quantity and packing details. • Maintain dispatch records and transporter details. • Coordinate with warehouse and production teams for timely dispatch. • Ensure dispatch accuracy as per customer requirements. 4. Office Administration • Maintain office files, records, and documentation systems. • Handle official emails and internal communication. • Manage courier dispatches and incoming documents. • Assist management in daily administrative activities. • Coordinate meetings and maintain office schedules. • Maintain vendor and customer contact records. • Support accounts and purchase department when required. • Handle printing, scanning, photocopying, and filing work. 5. Data Management & Reporting • Prepare daily, weekly, and monthly reports. • Maintain accurate records in Excel or ERP software. • Generate inventory and dispatch reports. • Prepare documentation status reports for management review. • Ensure data accuracy and proper record maintenance. Required Skills • Good knowledge of MS Excel, Word, and Outlook. • Knowledge of export documentation process. • Basic understanding of inventory management. • Good communication and coordination skills. • Ability to maintain organized documentation. • Attention to detail and accuracy. • Time management and multitasking ability. • Basic ERP/software handling knowledge preferred. Preferred Experience • 1–5 years experience in export company, manufacturing company, medical disposable industry, or pharma/healthcare products industry. • Experience in logistics or dispatch coordination preferred. Educational Qualification • Graduate in Commerce, Management, or relevant field. • Additional certification in export/import documentation will be an advantage. Performance Expectations • Accurate export documentation. • Proper inventory record maintenance. • Timely dispatch coordination. • Organized filing and reporting system. • Smooth day-to-day office operations. • Error-free data management. Preferred Candidate Profile • Honest and responsible. • Strong follow-up ability. • Able to work independently. • Good coordination and communication skills. • Long-term stability preferred. • Manufacturing/export industry mindset preferred.