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Job Description: Office Assistant

​Position Title: Office Assistant

Department: Client Relations & Operations Support

Employment Type: Full-Time

Location: Malviya Nagar, New Delhi

​Job Purpose

​The Office Assistant acts as the primary point of contact between clients and the internal execution team at our Malviya Nagar office. This role requires a highly polished, professional demeanor to maintain accurate client records, secure incoming work orders, provide continuous updates, manage billing cycles, and foster strong long-term business relationships that ensure repeat business.

​Detailed Roles & Responsibilities

​1. Professional Client Communication & Relationship Management

​Act as the professional front-line contact for corporate clients, managing all communications with a high standard of business etiquette and decorum.

​Build strong, trust-based relationships with key decision-makers on the client side.

​Ensure high client satisfaction by proactively addressing queries and resolving minor service friction with efficiency and tact.

​Conduct structured check-ins to maintain client retention and ensure continuous ongoing work.

​2. Work Intake & Order Processing

​Receive and log new work requests, project requirements, and supporting documents from clients via phone, official email, or messaging channels.

​Review incoming tasks for completeness before handing them over to internal operational teams.

​Log all incoming work details accurately into the firm's internal tracking system or spreadsheets.

​Identify cross-selling opportunities by understanding client needs and offering additional relevant services professionally.

​3. Follow-Ups & Progress Reporting

​Provide regular status updates to clients regarding ongoing work and deliverables.

​Follow up proactively with clients to gather pending documents, approvals, or information required to complete tasks without delays.

​Coordinate internally with operations and technical staff to ensure deadlines are met before communicating timeline updates to the client.

​4. Database & Record Administration

​Create, update, and maintain comprehensive digital files and structured databases for every client.

​Log interaction history, completed jobs, pending actions, and key contact details in a standardized manner.

​Maintain strict confidentiality and security regarding client financial and administrative data.

​5. Invoicing, Billing & Payment Recovery

​Coordinate the billing process to generate and issue accurate invoices promptly upon task initiation or completion.

​Dispatch tax invoices and payment details to clients through official channels.

​Track payment schedules, monitor unpaid accounts, and perform structured, polite follow-ups to recover outstanding dues on time.

​Maintain an up-to-date ledger of pending payments and send regular collection reports to management.

​Required Qualifications & Professional Profile

​Location Requirement: Candidates residing in or near Malviya Nagar, New Delhi (or capable of an easy daily commute) are preferred.

​Experience: 1 to 2 years of relevant work experience in client coordination, office administration, or corporate client servicing.

​Professional Standards: Highly professional work ethic, polished demeanor, punctual nature, and a strong corporate presentation.

​Educational Background: Bachelor’s degree in Commerce, Business Administration, or a related field.

​Communication Skills: Excellent verbal and written communication skills in both English and Hindi.

​Technical Proficiency:

​Strong working knowledge of MS Office (Excel, Word, PowerPoint) or Google Workspace.

​Experience handling business email correspondence and official messaging tools.

​Core Competencies: Exceptional interpersonal skills, polite negotiation abilities, strong organization, and disciplined follow-up tracking.

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