Admin Executive

Key Responsibilities

1. Inventory Management & Upkeep

• Maintain accurate inventory counts of all raw ingredients, packaging materials, cleaning supplies, and general consumables.

• Generate timely purchasing lists when stock levels fall below reorder points.

• Maintain separate and meticulous inventory records for all finished goods to serve B2B and D2C sales channels.

• Responsible for organizing and maintaining a clean, systematic, and efficient storage area for all inventory items.

• Oversee and coordinate cleaning staff efforts to ensure all non-production areas (office, counter, shelves, storefront) are clean and dust-free.

2. Order Processing & Production Scheduling

• Serve as the primary point of contact for receiving orders from all B2B and D2C channels (WhatsApp, walk-ins, phone calls).

• Ensure all B2B orders are officially channeled through the designated Official Bakery WhatsApp Number.

• Accurately log all received orders into the main workflow management tool (Trello).

• Collaborate with the duty chef to draft the daily production sheet based on received orders and capacity.

• Obtain final approval for the next day's production plan from the Head Chef/Owner.

3. Dispatch and Logistics Coordination

• Execute the final packing of finished goods according to order specifications and prepare them for dispatch.

• Coordinate the timely and accurate dispatch of orders for both B2B and D2C clients.

• Manage the booking and coordination of 3rd-party delivery applications (e.g., Dunzo, Swiggy Genie) as needed.

4. Financial Administration & Collections

• Process counter sales for D2C clients, generating bills accurately using the POS system (e.g., Petpooja).

• Generate and issue invoices for B2B clients and maintain comprehensive sales logs tailored to client type.

• Maintain a detailed daily ledger tracking all sales and payments across B2B and D2C channels.

• Proactively follow up with B2B clients to ensure timely collection of outstanding dues.

• Track and report a list of overdue B2B clients to the superior for necessary escalation.

Required Qualifications and Skills

• Prior experience in an administrative, operations, or logistics role, ideally within the F&B or retail sector.

• Proficiency in inventory management methods and a strong commitment to organization and accuracy.

• Comfortable with technology, including proficiency in WhatsApp Business, POS/billing software (e.g., Petpooja or similar), and workflow management tools (e.g., Trello or similar).

• Strong verbal and written communication skills, with an ability to manage client interactions professionally.

• Demonstrated ability to multitask, prioritize tasks effectively, and work well under pressure in a dynamic, fast-paced environment.

• A hands-on, proactive attitude with a willingness to assist with tasks outside core admin duties (e.g., packing orders) when required.

• It is a Full Time Retail / Counter Sales job for candidates with 1 - 5 years of experience.