Office Assistant Jobs Opening in SREENIVAS AND CO. at R S Puram, Coimbatore
Office Assistant
Job Description
Job Summary:
We are looking for a reliable and detail-oriented Office Assistant to support the smooth functioning of our dispatch and administrative operations. The ideal candidate will be responsible for maintaining daily dispatch records, coordinating with vendors and internal teams, and ensuring timely collection of proof of delivery (POD) documents.
This role requires proficiency in both manual record-keeping and Microsoft Excel, strong organizational skills, and the ability to follow up diligently with vendors and accounts personnel. The Office Assistant will play a key role in ensuring that dispatch data is accurate and accessible, facilitating seamless communication between logistics, finance, and other departments.
Key Responsibilities:
1. Maintenance of Daily Dispatch Records
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Maintain daily dispatch registers manually and in electronic format using MS Excel.
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Record details such as dispatch date, item description, quantity, destination, vendor details, and shipment mode.
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Update dispatch logs regularly to ensure real-time accuracy and completeness.
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Track dispatch status and ensure all relevant information is documented for internal and external use.
2. Coordination with Accounts Team
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Provide the accounts department with accurate dispatch data to support timely invoicing and payment processes.
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Ensure dispatch records align with billing data to prevent discrepancies.
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Communicate any irregularities or missing information promptly to the accounts team for resolution.
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Assist in the preparation of reports required for accounting and auditing purposes.
3. Vendor Follow-Up and POD Collection
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Maintain daily contact with vendors responsible for delivery to collect Proof of Delivery (POD) documents.
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Verify that PODs are complete, signed, and correspond to the dispatched goods.
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Follow up promptly on any missing, delayed, or incorrect POD submissions.
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Maintain an organized repository of PODs for reference and compliance.
4. Communication and Reporting
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Act as a liaison between the logistics/dispatch team and other departments including sales, warehousing, and accounts.
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Prepare daily, weekly, or monthly reports summarizing dispatch activities, pending PODs, and any issues encountered.
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Report any delays, discrepancies, or concerns to the reporting manager in a timely manner.
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Assist in audits and inspections by providing relevant dispatch and vendor documentation.
5. Documentation and Filing
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Maintain physical and digital filing systems for all dispatch-related documents.
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Ensure safe storage and easy retrieval of dispatch records, PODs, and related correspondence.
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Archive older records as per company policy and compliance requirements.
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Assist with other clerical duties including data entry, photocopying, and document scanning as needed.
Required Qualifications:
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Minimum education: Graduation.
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Proficiency in Microsoft Excel including data entry, formatting, and basic formulas.
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Basic understanding of dispatch operations and logistics documentation.
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Good communication skills for vendor coordination and interdepartmental interaction.
Key Skills and Competencies:
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Strong organizational and multitasking abilities.
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Attention to detail and accuracy in record-keeping.
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Proactive and persistent in follow-ups and problem resolution.
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Good interpersonal skills with a customer-service mindset.
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Ability to work independently and as part of a team.
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Time management skills to handle daily tasks and deadlines efficiently.
More information about this Office Assistant Job
Please go through the below FAQs to get all answers related to the given Office Assistant job
- What are the job requirements to apply for this Office Assistant job position?
- Ans: A candidate must have a minimum of fresher as an Office Assistant
- What is the qualification for this job?
- Ans: The candidate can be a Graduate from any of the following: B.Com
- What is the hiring Process of this job?
- Ans: The hiring process all depends on the company. Normally for an entry level, hiring the candidate has to go for Aptitude, GD (If they look for communication),Technical test and face to face interviews.
- This Office Assistant is a work from home job?
- Ans: No ,its not a Work from Home Job.
- How many job vacancies are opening for the Office Assistant position?
- Ans: There are immediate 1 job openings for Office Assistant in our Organisation.
Job Particulars
About Company
Coimbatore 
Freshers 
Salary not disclosed 
B.Com, BA, BBA/BBM, BCA, BSc, BSW
Coimbatore
Freshers
Salary not disclosed
Diploma, B.Com, BA, BBA/BBM, BCA, BSc
Coimbatore
1 to 2 Years
Salary not disclosed
B.Com, BBA/BBM, BCA, BSc, Other Course(Other Course)
Coimbatore
Freshers
Salary not disclosed
BBA/BBM, MBA/PGDM 
