JOB PURPOSE

The Office Coordinator will be responsible for ensuring the efficient day-to-day functioning of the corporate office by managing office administration, travel arrangements, meeting coordination, government liaison, project support, documentation, vendor management and statutory compliance. The role serves as the central coordination point between Management, project sites, government authorities, vendors, consultants and internal stakeholders, ensuring seamless business operations while maintaining high standards of professionalism, confidentiality and organizational efficiency.

CANDIDATE PROFILE

Educational Qualification

- Bachelor's Degree in Business Administration, Commerce, Management or any related discipline
- Professional Certification in Office Administration, Business Management or Executive Administration – Preferred
- Additional certifications in Administration, Documentation or Project Coordination will be an added advantage.
- Experience
- 3–7 years of relevant experience in Office Administration, Executive Administration, Office Coordination or Administrative Support.
- Experience coordinating with senior management and cross-functional teams.
- Hands-on experience in government liaison, statutory documentation, travel coordination and vendor management.

TECHNICAL COMPETENCIES

The ideal candidate should possess practical experience in the following areas:

Office Administration

- End-to-end office administration and facility management
- Office supplies and inventory management
- Administrative procurement and purchase coordination
- Office maintenance and housekeeping coordination
- Expense tracking and administrative record management
- Physical and digital filing systems

Travel Management

- Domestic and international travel coordination
- Flight, hotel, transportation and travel insurance bookings
- Travel itinerary preparation
- Travel documentation and visa coordination (where applicable)
- Travel expense reconciliation and reimbursements

Meeting Coordination

- Calendar management
- Meeting scheduling and coordination
- Conference and video meeting arrangements
- Preparation and circulation of Minutes of Meeting (MOM)
- Action item tracking and follow-up
- Executive administrative support





Government & Statutory Liaison

- Liaising with Government Departments and Regulatory Authorities
- Coordination for licences, approvals, permits and registrations
- Statutory documentation and submissions
- Monitoring renewal schedules
- Official correspondence with government agencies

Project Coordination

- Coordination between corporate office and project sites
- Administrative support for project teams
- Logistics, accommodation and transportation arrangements
- Project documentation management
- Communication of management directives

Documentation & Communication

- Drafting official letters, reports, emails and correspondence
- Document control and records management
- Confidential document handling
- Courier and dispatch coordination
- Filing and document retrieval systems

Vendor & Service Coordination

- Vendor communication and relationship management
- Obtaining quotations and administrative purchase coordination
- Annual Maintenance Contract (AMC) coordination
- Vendor database management
- Service delivery monitoring and evaluation

Compliance & Record Management

- Statutory record maintenance
- Contract and licence renewal tracking
- Internal and external audit support
- Administrative compliance monitoring
- Document retention and archival management

Software Skills

The candidate should have robust working knowledge of:

- Microsoft Word
- Microsoft Excel (Intermediate to Advanced)
- Microsoft PowerPoint
- Microsoft Outlook
- Google Workspace (preferred)

Required Competencies

The successful candidate should demonstrate:

- Strong organizational and planning skills
- Excellent coordination and multitasking abilities
- High attention to detail and accuracy
- Excellent written and verbal communication skills
- Strong interpersonal and relationship management skills
- Ability to prioritize multiple assignments effectively




- Strong problem-solving and decision-making ability
- Professional presentation and etiquette
- Ability to work independently with minimal supervision
- High level of confidentiality and integrity

Preferred Skills

- Experience coordinating with Government Departments and Statutory Authorities
- Excellent drafting skills for official correspondence
- Strong documentation and record management practices
- Vendor and contract administration experience
- Travel planning and logistics coordination
- Familiarity with project-based administrative operations
- Experience supporting audits and compliance activities
- The ideal candidate should consistently demonstrate:
- Professionalism in all interactions
- Strong ownership and accountability
- Positive and proactive attitude
- Excellent customer and stakeholder service orientation
- Adaptability to changing business priorities
- Strong time management skills
- Ability to work under pressure and meet deadlines
- Discretion while handling confidential information
- Teamwork and collaborative approach
- Continuous learning mindset

LIVING OUR ORGANISATIONAL VALUES

All employees are expected to consistently demonstrate the following values in their daily work:

- Integrity: Maintain the highest standards of honesty, confidentiality and ethical conduct while handling company information, documentation and stakeholder interactions.
- Ownership: Take full responsibility for office coordination, administrative efficiency and timely completion of assigned responsibilities.
- Service Excellence: Deliver responsive, professional, and reliable administrative support to Management, employees, vendors, consultants and external stakeholders.
- Collaboration: Foster effective communication and teamwork across departments, project sites, government authorities and business partners.
- Accountability: Meet deadlines, maintain documentation accuracy and ensure compliance with company policies and statutory requirements.
- Continuous Improvement: Identify opportunities to improve office processes, documentation systems, coordination practices and administrative efficiency.

Pay: From ₹20,000.00 per month

Work Location: In person

📌 Office Coordinator (India)
🏢 Prasanthi
📍 India