Website:
arcoutdoor.in
Job details:
Title: Admin & Commercial Executive
Department: Operations
Reporting To: Operations Head / Site Head
Location: Noida
Job Summary
The Admin & Commercial Executive will primarily be responsible for managing all commercial documentation and vendor-related activities at the site, including Purchase Orders (POs), Work Orders, Agreements, Invoicing, and Contract Renewals. The role also involves vendor coordination and ensuring timely execution of all commercial processes to support smooth site operations.
Key Responsibilities
A. Commercial Documentation (Core Responsibility)
- Prepare and issue Purchase Orders (POs) and Work Orders as per operational requirements
- Draft, manage, and maintain vendor agreements and contracts
- Track and ensure timely renewal of agreements and AMCs
- Maintain proper documentation and records of all commercial transactions
- Ensure accuracy and compliance in all documentation
B. Billing & Invoicing
- Verify and process vendor invoices against POs/work orders
- Maintain invoice records and billing trackers
- Coordinate with accounts for timely payment processing
- Handle vendor reconciliations and resolve billing discrepancies
C. Vendor Management (Key Function)
- Coordinate with vendors for quotations, finalization, and onboarding
- Negotiate commercial terms and ensure cost efficiency
- Maintain strong vendor relationships for smooth operations
- Monitor vendor deliverables and service timelines
- Follow up with vendors for documentation, invoices, and compliance
D. Procurement Support
- Collect and compare quotations (RFQ process)
- Assist in vendor selection and cost comparison
- Ensure timely procurement of required materials/services
E. Administrative & Operational Support
- Support site administration and coordination activities
- Maintain records, trackers, and MIS reports
- Assist operations team in day-to-day coordination
- Handle any additional admin/commercial tasks as required
Key Skills Required
- Strong knowledge of PO, invoicing, and contract handling
- Excellent documentation and attention to detail
- Vendor negotiation and coordination skills
- Proficiency in MS Excel (trackers, reconciliations)
- Ability to handle multiple vendors and deadlines
Qualifications & Experience
- Graduate (B.Com / BBA preferred)
- 2–5 years of experience in commercial/admin roles
- Experience in handling vendor contracts, billing, and procurement
- Exposure to site-based operations is an advantage
KPIs / Performance Indicators
- Accuracy and timeliness of POs, work orders, and agreements
- Timely invoice processing and payment coordination
- Contract renewal adherence (no lapses)
- Vendor performance and turnaround time
- Proper documentation and audit readiness
Additional Requirements
- Strong follow-up and coordination skills
- Ability to work in a fast-paced, on-ground environment
- High level of ownership and accountability
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