Executive- Admin And Procurement

Job Purpose

We are looking for an Executive Admin and Procurement to coordinate purchase orders, vendor management, inventory tracking, and office administration across Vaikom and Elanji operations. The role involves close coordination with departments, vendors, and accounts to ensure timely procurement, payment processing, document management, and smooth day-to-day operations.

Key Requirements

Administration & Office Management

• Prepare regular reports on expenses and office budgets in laision with accounts department.
• Maintain and update vendors databases.
• Organize a filing system for important and confidential company documents in liaison with accounts department.
• Ensure document filing is updated for licenses, invoices, agreements, GST, labour, and compliance files.
• Manage office supplies stock and place orders.
• Monitor and maintain regular supplies including food, tea/coffee, stationery, housekeeping material etc.
• Tracking AMC renewals and servicing for machines, generators, milking parlour equipment etc.
• Handling compliance renewals (trade license, pollution, fire NOC coordination etc.)
• Monitor and maintain Housekeeping at shopfloor & office.
  
• Manage employee admin queries.
• Support HR with joining kits, ID cards, office onboarding setup
• Manage meeting scheduling, reminders, travel bookings, and office calendar coordination.

Procurement & PO Coordination

• Coordinate procurement requests from all departments and process purchase orders end-to-end.
• Follow up with vendors for quotations, comparison sheets, approvals, and order placement.
• Coordinate with accounts team to ensure timely payment of vendor invoices.
• Track order status and ensure timely receipt of materials.
• Maintain procurement records and documentation.
• Monitor materials inwards register at Vaikom and Elanji offices.
• Maintain inventory and asset management records across locations.
• Maintain reorder tracking for silage, feed, minerals, milk bottles, yogurt containers, packaging materials etc.
• Coordinate courier dispatch and delivery of documents/materials.

Inventory & Asset Management

• Maintain stock records for office, farm, and warehouse materials.
• Track asset allocation across Vaikom and Elanji sites.
• Coordinate asset tagging and verification.
• Maintain housekeeping material reorder levels.

Other Requirements

• Proficiency in MS Office
• Basic accounting understanding
• Strong follow-up skills
• Good communication & vendor handling skills
• Discretion and confidentiality
• Exemplary planning and time management skills