Administration Executive

1. Post-Tender Documentation

• Prepare and maintain documents required after the tender is awarded.
• Maintain Letter of Award (LOA), Purchase Orders (PO), Work Orders and contract documents.
• Maintain agreement copies, acceptance letters, declarations and official correspondence.
• Track submission deadlines and compliance requirements.

2. Order Processing & Coordination

• Process government department and customer purchase orders.
• Coordinate with internal departments for material availability and order execution.
• Maintain order status, pending requirements and delivery schedules.
• Follow up with concerned departments for timely order completion.

3. Dispatch & Delivery Documentation

• Prepare and maintain Delivery Challans, invoices and dispatch documents.
• Coordinate with warehouse, store, logistics and transport teams. Track deliveries and maintain Proof of Delivery (POD), receiving copies and acknowledgement records.
• Collect Goods Receipt Notes (GRN) or consignee receipt/acceptance documents, wherever required.
• Follow up on pending deliveries and document approvals.

4. Billing & Payment Follow-up

• Coordinate with the accounts team for invoice preparation and submission.
• Submit invoices and supporting documents to the concerned government department or customer.
• Maintain invoice submission records and payment status.
• Follow up for payment release and resolve documentation-related queries.
• Maintain records of deductions, recoveries and pending bills, as applicable.

5. ERP & Inventory Coordination Role & responsibilities

• Enter and update purchase orders, sales orders, material movements, dispatches and invoices in ERP.
• Maintain accurate records of stock, delivery status and order completion.
• Coordinate with warehouse and accounts teams for reconciliation.
• Prepare daily, weekly and monthly status reports.

Preferred candidate profile

• Working knowledge of ERP and MS Excel.
• Good communication and follow-up skills.
• Knowledge of billing, dispatch and delivery documentation.
• Strong documentation, coordination and record-management skills. Ability to track multiple orders and meet deadlines.
• Should be flexible to travel
• Candidates with prior experience in the medical equipment, medical devices, or pharmaceutical industry will be preferred