Executive – Assistant to Director

Serve as the primary point of coordination for the Director’s daily operational activities (RTP).

Conduct and summarize Daily RTP Meetings and communicate outcomes to the relevant departments and personnel.

Oversee factory activities and proactively inform management of critical developments, especially when the Director is on tour or out of station.

Maintain and update the Director’s travel checklist to ensure complete pre-travel preparation.

Send timely reminders to the Director regarding functions, meetings, deadlines, and other scheduled events.

Arrange and coordinate meetings between the Director and employees or vendors.

Attend functions, exhibitions, and expos on behalf of the Director alongside the Admin and HR teams.

Provide genuine and objective performance reviews of employees or other persons to the Director when requested.

Prepare the TV and office setup before the Director’s arrival.

Manage the end-to-end purchase process, from Purchase Requisition (PR) to Invoice Verification.

Review and approve Purchase Orders (POs) in SAP using ME28 – Release PO for Plants 1100, 1300, and 1400, including Level 1 and Level 2 approvals.

Verify PO approval prices against the last five transaction price history records.

Maintain and authorize the Conversion Sheet for PO tracking and controls.

Approve Service POs, including detention charges, demurrage charges, and BL-related charges, strictly after obtaining the Director’s approval.

Evaluate and authorize short-quantity approvals submitted by the Marketing team after proper verification.

Manage PO and GRN authorizations in the absence of C.D. Banerjee Sir.

Identify and recommend new, cost-effective purchasing options and vendors for Knack Group.

Operate and manage key SAP T-codes, including ME28, ZTD11, ZSD11, IH08, MM03, FBL5N, and F47.

Process Transport Details through ZTD11, print ZSD11 provisions, and coordinate with the dispatch team to complete provisions before the third day of every month.

Execute Cylinder Return processes by verifying the IH08 ledger, checking MM03 Basic Data 2 (Design View), and coordinating emails with the Design Coordinator.

Support the identification and resolution of errors in SAP development.

Assist in creating MRM (Management Review Meeting) dashboards and department-wise reports.

Manage expenses for the Director and associated team, covering both card and cash transactions.

Review and process payment approvals for purchases, IT procurement, construction, maintenance, and tour expenses through Excise by verifying the reason, PI signed by RTP, and payment terms.

Coordinate Forex Card top-up requests through Girish Bhai and compile the required documents, including Visa, Passport Copy, round-trip Air Ticket, and card amount specification.

Manage the Director’s credit card by storing invoices, preparing tracking sheets, and maintaining the relevant data folder.

Verify vendor invoices and evaluate applicable discounts.

Coordinate Credit Note and Debit Note approvals for domestic, export, agent, trader, and corporate categories.

Process Damage Bag Credit Notes through the prescribed workflow: CRM complaint, QC review, quality proof, and PPC/Department sign-off with complete traceability.

Handle Cash Discount approvals based on the number of days taken.

Facilitate payment requests through F47 in coordination with C.D. Banerjee Sir.

Approve CRM orders for Ancillary and RP products in coordination with the Marketing Coordinator and Jagdish Bhai.

Review and approve Knack Connect credit-limit requests after verifying payment status and applicable cash discounts.

Coordinate sales return activities and provide dispatch approvals for train, air, and traveler modes after obtaining the Director’s confirmation.

Forward the Customer Outstanding Report (KPSA) to the Director every Saturday.

Maintain updated customer visit details and prepare customer profile slides.

Coordinate with CHA groups through WhatsApp, verify quotations, and provide SAP approvals.

Forward logistics Cost Sheets to the Director.

Forward Import and License documents received from logistics to the Director.

Scan and send PDF copies of government and CHA documents to the Director and PAP.

Coordinate with the transport and dispatch teams to ensure timely logistics execution.

Process approvals through the HRMS portal for the Factory and Jetpura locations.

Approve overtime requests within two working days of submission.

Coordinate staff bus operations and driver scheduling.

Organize Monthly Review Meetings and collect data from all departments before the tenth day of each month.

Verify Static Reports for Factory KPL and Pras Pack.

Handle general departmental activities, including effective problem-solving, conflict resolution, and government-related administrative tasks.

Monitor and respond to WhatsApp communications and provide confirmations on behalf of the Director when required.

Review and respond to emails concerning pricing, machinery offers, and vendor correspondence.

Draft and send meeting arrangement emails to internal teams and vendors.

Forward personal emails to Accounts (Ishita Ben/Account 3), with a copy sent to the Director’s email address.

Forward cylinder reimbursement emails to the relevant departments.

Maintain updated price lists for Ink and Cylinders, along with Extension Numbers, email IDs, and mobile contact details.

Track and report the latest prices of Ink, BOPP, and other key materials to the Director.

Conduct BOM checks and track material cost variations.

Monitor monthly plant costs and analyze cost variances.

Manage the online purchase of mobile phones and IT products on behalf of the organization.

Coordinate with the IT and operations teams regarding SAP-related projects and implementations.

Support inventory valuation processes and the tracking of obsolete goods.

Support the Finance team in budget preparation and forecasting activities.

Collaborate with senior management on strategic organizational initiatives.

Conduct plant rounds and advise teams on implementing operational improvements.

Support Mark’s team with general requirements related to machines and materials.