Office Assistant

SC Innovators is a machine building company in Chandigarh, set up in 2017 and in industrial automation since 2021. We design and build special purpose machines, automated assembly and testing systems and electrical control panels for manufacturers, and supply industrial components.

We take a project end to end — application study at the customer's plant, concept and mechanical design, control system design and programming, in-house manufacturing and assembly, factory acceptance testing, site commissioning and after-sales support. Working here means seeing a machine you worked on go from a blank sheet to running production at a customer's line.

Our team is small and hands-on, which means everyone gets real ownership early instead of a narrow slice of a large process.

The Office Assistant keeps the paperwork of the business accurate and on time. You will raise bills and purchase orders, maintain records and data on Excel and Google Drive, follow up with couriers and suppliers on deliveries, and keep the office documentation in order so that nothing is lost and nothing is delayed. Accuracy matters more than speed here — a wrong figure on a bill or a missed follow-up costs the company real money.

1. Billing & Invoicing

• Generate sales invoices, proforma invoices, delivery challans and e-way bills accurately and on time, with the correct rates, taxes, HSN codes and customer details.
• Cross-check every bill against the purchase order and the despatch details before it is issued.
• Maintain the invoice register and file the supporting documents against each bill.
• Assist in following up on outstanding payments and share ageing statements with management on the agreed schedule.
• Provide the accountant with the documents and data needed for GST returns and monthly closing.

2. Purchase Orders & Follow-Up

• Prepare purchase orders from approved indents with the correct item description, quantity, rate, delivery date, taxes and terms.
• Send purchase orders to suppliers, obtain acknowledgement, and keep a live status list of open orders.
• Follow up with suppliers on pending deliveries, and with courier and transport agencies on despatched consignments, until the material is received.
• Track docket numbers, delivery dates and freight charges, and escalate delays that will affect a project.
• Match incoming supplier bills with the purchase order and the material received note before they are passed for payment.

3. Data Entry & Record Keeping

• Maintain accurate data entry on Excel and Google Drive — purchase register, sales register, item master, project trackers and any working sheet the team depends on.
• Use formulas and simple spreadsheet functions to keep trackers self-calculating rather than typing totals by hand.
• Keep shared files on Google Drive organised, correctly named, and backed up, so that anyone in the team can find the current version.
• Flag discrepancies found while entering data instead of entering them as they are.

4. Filing & Office Documentation

• File and maintain office documents — purchase orders, bills, challans, customer correspondence, vendor records, statutory papers and project files — in an order that allows quick retrieval.
• Maintain basic official records: attendance, courier inward and outward register, visitor register and asset list.
• Keep both physical and digital copies of important documents and maintain the digital archive on Google Drive.

5. General Office Support

• Write and reply to routine emails in English to customers, suppliers and couriers.
• Answer office phone calls, take accurate messages and route enquiries to the right person.
• Prepare simple reports and presentations in Word and PowerPoint when required by management.
• Support travel arrangements and expense records for engineers travelling to customer sites.
• Maintain office stationery and consumables stock and reorder in time.

• Proficiency in Microsoft Excel with confident everyday use of formulas — this is used heavily in this role and will be tested at the interview.
• A basic understanding of accounting: what a purchase order, invoice, debit and credit note, and GST on a bill actually mean.
• Familiarity with Microsoft Word and PowerPoint, and with Google Drive, Sheets and Docs.
• Ability to write basic, clear emails in English.
• Accuracy and attention to detail in data entry and figures.
• Organised approach to filing and record keeping.
• Graduate in any discipline; a commerce background is an advantage.

• Working experience on Tally or similar accounting software.
• Prior experience in a manufacturing or engineering company office.
• Exposure to GST filing support, e-way bill generation or import documentation.
• Familiarity with Excel lookups, pivot tables and conditional formatting.

• Careful with numbers — checks before submitting rather than after being corrected.
• Follows up persistently with suppliers and couriers without being reminded.
• Keeps confidential commercial and salary information strictly confidential.
• Willing to learn the technical vocabulary of the business so that paperwork makes sense rather than being copied blindly.
• Dependable presence in the office — the team relies on this role being there and being current.

• Salary: as per industry standards, decided on the skill and aptitude demonstrated during the selection process.
• Statutory benefits: PF, ESI / medical insurance and gratuity as applicable.
• Training on our systems, documentation practices and the software used for the role.
• A small team where the role has real visibility with management, and scope to grow into a senior administrative or accounts position.

• Send your CV to [email protected] with the subject line “Application — Office Assistant”.
• For any query about the position, call or WhatsApp +91-9855104671.
• Please include in your application: your current and expected CTC, notice period, current location and willingness to relocate to Chandigarh.
• Attach any supporting work you can share — project reports, a design portfolio, program samples or machine photographs and videos (subject to your current employer's confidentiality obligations).
• Selection: CV shortlisting, a written test (aptitude and technical), and one in-person interview at our Chandigarh works that includes a practical task.

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