Front Office Executive cum Sales Coordinator cum Tender Executive

Role & responsibilities:

1. Front Office Desk and Communication Management:

- Professionally answer all telephone calls to BOWMLs main numbers, fax line, and sales mobile phone (e.g., 97177 06048 or any other number as assigned). Log all incoming calls with details such as name, contact number, date, time, and purpose.

- Greet visitors with a professional and welcoming demeanor. Notify relevant employees about visitor arrivals and ensure visitors are seated comfortably.

- Maintain confidentiality of all customer, employee, and corporate information.

2. Office Equipment and Facility Management:

- Manage and maintain inventory, supply, and storage of company stationery and equipment.

- Supervise printer operations, including toner inventory, repairs, and upkeep.

- Coordinate Internet and LAN connectivity with the appointed technician.

- Procure office equipment, pantry, kitchen, and toilet supplies as required.

- Oversee repairs and maintenance of office utilities such as fans, lights, UPS, and inverters.

3. Procurement and Vendor Coordination:

- Obtain quotations from suppliers for various factory, laboratory, and facility needs (e.g., lab equipment, TSDF SLF liners, pipes, motors, DGs, etc.).

4. Recruitment Assistance:

- Assist in recruitment processes during the absence of the HR Executive/Manager.

5. Tender Management:

- Participate in MSTC tenders for scrap oil procurement, ensuring effective and competitive bidding strategies.

- Collaborate with senior management (e.g., Mr. Naresh) to achieve the annual target of successfully winning at least five online e-auctions.

- Oversee and manage tender submissions and processes on the GeM (Government e-Marketplace) portal.

- Analyze tender requirements, prepare proposals, and ensure compliance with all relevant regulations and guidelines.

- Maintain detailed records of tender activities, including bidding performance, competitor analysis, and market trends.

6. Administrative Support:

- Type and communicate official letters with government departments.

- File incoming correspondence properly and circulate relevant information within the organization.

- Manage shipping, courier, and speed post operations with appropriate logging for legal records.

7. Waste Tracking System (WTS) Management:

- Update waste manifests and pickups within 4 hours of complaint receipt after approval.

- Enter new customer agreements in the system and maintain accurate master data.

- Renew and issue membership certificates for eligible customers.

- Train drivers and supervisors on the Android WTS app for waste manifest and pickup management.

- Maintain backups for the WTS and Tally database daily.

8. Compliance and Data Management:

- Maintain records for Form 3, Form 12, and Form 10 (Manifest and Annual Report) as per HW Management and E-Waste Rules.

- Ensure proper gate pass usage for all incoming and outgoing materials.

9. Backup Administrative Functions:

- Manage NOCs and authorizations for all facilities, ensuring renewals are initiated 4 months before expiry.

- Correspond with government agencies (e.g., MoEF, SPCBs) regarding permits, licenses, and queries.

- Oversee rental agreements for company properties.

10. Miscellaneous Duties:

- Ensure effective communication of relevant matters to management and employees.

- Provide backup support to the HR cum Admin Executive, ensuring one is always available.

- Undertake other responsibilities as assigned by management.

11. Basic Accounting and Billing Support:

- Proficiency in basic accounting software like Tally or similar tools to assist with billing and bill generation processes.

- Ensure accurate preparation, verification, and documentation of invoices related to tender and procurement activities.

- Coordinate with the finance team to streamline billing operations and resolve discrepancies.

- Maintain detailed financial records related to tenders, e-auctions, and procurement for reporting and audit purposes.

This role will have 70% sales coordination and tender management while remaining 30% is Front Office.