The Office Coordinator MD Office will act
as the central coordination point between the Managing Director’s office,
Finance, Accounts, Sales, and external stakeholders. The role requires
exceptional organizational ability, strong English communication skills,
professional etiquette, and the ability to manage high level interactions with
international clients, government authorities, and port officials.

This position is ideal for a
detail -oriented professional who can handle confidential matters, prepare
executive documentation, and ensure seamless day -to -day operations of the MD’s
office.

Key Responsibilities:

Executive Coordination

- Serve as the primary coordination link between the MD’s office
and internal departments including Finance, Accounts, Operations, and
Sales.

- Manage communication flow, follow -ups, and task tracking on
behalf of the MD.

- Ensure timely execution of directives and reporting from
various departments.


Meetings & Documentation

- Prepare meeting agendas, briefing notes, and presentations for
internal and external meetings.

- Attend meetings, record Minutes of Meeting (MoM), circulate
action points, and ensure closure.

- Draft skilled correspondence, reports, proposals, and
executive summaries.


Client & Stakeholder Management

- Communicate with international clients for import/export
matters with clear,



professional drafting.

- Coordinate meetings and appointments with key clients,
partners, port authorities, customs officials, and regulatory bodies in
India, the Middle East, and Europe.

- Maintain professional communication standards reflecting the
MD’s office.


Travel, Appointments & Logistics

- Manage hotel bookings, travel itineraries, visas, and logistics
for the MD and visiting delegations.

- Schedule appointments with government officials, port
authorities, trade bodies, and institutional partners.

- Ensure seamless coordination for domestic and international
travel.


Reporting & Data Management

- Prepare periodic management reports, sales coordination
updates, financial summaries (as required).

- Maintain confidential records, contracts, client information,
and compliance documents.

- Track deadlines, follow -ups, and key deliverables across
departments.


Confidentiality, Legal Compliance &
Ethical Conduct

- The selected candidate must sign a Confidentiality and Non -Disclosure




Agreement (NDA) as a mandatory condition of employment.

- Any unauthorized disclosure, misuse of confidential
information, data, trade secrets, client records, or internal
communications shall attract strict civil and criminal consequences under
applicable Indian law.

- The role requires the highest standards of integrity,
discretion, and ethical conduct, particularly when dealing with
international clients, government officials, port authorities, and
regulatory bodies.