Job Summary

We are looking for an organised and customer-focused Order Processing & Customer Service Executive to manage daily customer orders, handle enquiries, coordinate with the warehouse and delivery team, and support general office administration. The ideal candidate should have good communication skills, attention to detail, and the ability to maintain strong relationships with customers while ensuring smooth order processing and timely deliveries.

Key Responsibilities

1. Order Management & Processing

Receive and process customer orders through phone, email, text messages, and online platforms such as Supplyd and the company website.
Enter orders accurately and on time, ensuring correct product codes, quantities, and pricing.
Check stock availability and inform customers about product substitutions, stock shortages, or delivery delays.
Coordinate with the warehouse and delivery team to ensure timely packing, dispatch, and delivery.
Monitor standing orders and proactively remind regular customers when their usual orders are due.

2. Customer Service & Relationship Management

Respond to customer enquiries regarding products, pricing, minimum order quantities, and delivery schedules.
Handle customer complaints related to short supplies, damaged goods, and incorrect orders, arranging credits or replacements as required.
Build and maintain positive relationships with cafés, retailers, restaurants, food manufacturers, and other trade customers.
Assist with onboarding new trade customers and setting up their accounts.
Ensure timely communication and provide a helpful, professional customer experience.

3. Invoicing & Accounts Support

Prepare and issue customer invoices and record payments using Xero.
Follow up on overdue payments professionally and keep the Director informed about outstanding accounts.
Maintain accurate customer account information and support day-to-day invoicing and payment records.

4. Office Administration & Stock Support

Maintain customer records, price lists, product details, and other business documentation.
Process supplier delivery paperwork and assist in maintaining accurate stock records.
Manage the office inbox, telephone calls, filing, and general administrative tasks.
Assist with stock checks and report any discrepancies when required.

5. General Business Support

Assist with website updates, product listings, catalogue changes, and other administrative tasks as needed.
Support the Director and team with day-to-day operational requirements.
Identify and report order processing issues to help improve workflow and customer satisfaction.

Required Skills & Qualifications

Strong verbal and written communication skills.
Good organisational skills and attention to detail.
Ability to manage multiple orders and tasks efficiently.
Basic computer skills and proficiency in Microsoft Office or Google Workspace.
Confidence in handling customer enquiries and resolving issues professionally.
Ability to maintain accurate records and meet deadlines.
A customer-focused approach with a friendly and proactive attitude.

Preferred Experience

Previous experience in order processing, customer service, sales administration, or office administration.
Experience using accounting software such as Xero is an advantage.
Familiarity with inventory management, invoicing, and online ordering platforms is preferred.
Experience working with cafés, restaurants, retailers, wholesalers, or food businesses would be beneficial.

Key Competencies

Customer relationship management
Order accuracy and time management
Problem-solving and communication
Teamwork and coordination
Administrative and record-keeping skills
Reliability and attention to detail

Benefits

No bond, no contract
5 days a week
Flexible timings to maintain work-life balance
No bossism culture: collaborate and thrive with us
Guidance and mentorship support for professional growth
High-config laptop to enhance productivity
Birthday and festival celebrations
Friendly environment and engagement activities
Challenging projects, some managing millions of downloads and users, with a history of delivering every project we have committed to

Customer Service & Admin Executive (WFO - Ahmedabad)

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