We are looking for a responsible, organised, and proactive Office Administrator and Operations Coordinator who can help manage the everyday functioning of the agency. This person will work closely with the founder, clients, and internal team to ensure that meetings, tasks, shoots, approvals, and deadlines are managed smoothly.

This role is ideal for someone who enjoys organising people and processes, communicates confidently, and takes ownership of ensuring that work moves forward on time.

Key Responsibilities

1. Calendar and Meeting Management

- Manage the founders and company’s work calendar.
- Schedule client meetings, internal meetings, content shoots, review calls, and follow-ups.
- Coordinate meeting timings with clients and team members.
- Send meeting reminders and ensure that all concerned team members are informed.
- Identify scheduling conflicts and resolve them in advance.

2. Client Coordination

- Coordinate with clients regarding meetings, shoots, content approvals, pending information, and timelines.
- Follow up with clients for approvals, feedback, documents, shoot dates, and other required inputs.
- Ensure that client requests are communicated clearly to the relevant team members.
- Maintain professional and timely communication with clients through WhatsApp, email, and calls.
- Keep a record of pending client requirements and follow up until closure.

3. Team Coordination and Task Tracking

- Assign and communicate tasks to team members as directed by the founder or team leads.
- Maintain daily, weekly, and monthly task trackers.




- Follow up with team members to ensure that assigned work is completed within the agreed timeline.
- Check the status of reels, posts, captions, designs, content calendars, client approvals, and scheduled uploads.
- Inform the founder about delays, pending work, missed deadlines, or operational concerns.
- Help the team prioritise urgent tasks and upcoming deadlines.

4. Meeting Notes and Follow-ups

- Attend important client and internal meetings.
- Record clear meeting notes, decisions, responsibilities, and deadlines.
- Share meeting summaries with the relevant people.
- Convert meeting discussions into actionable tasks.
- Follow up on all action points until they are completed.

5. Daily Office Operations

- Support the smooth day-to-day functioning of the office.
- Maintain attendance, leave records, office schedules, and internal trackers.
- Coordinate with vendors, candidates, freelancers, and service providers when required.
- Manage basic office supplies and administrative requirements.
- Ensure that office processes and internal systems are being followed.
- Assist the founder with routine coordination and administrative work.

6. Content and Shoot Coordination

- Coordinate shoot dates with clients, creators, team members, and vendors.
- Ensure that the required products, outfits, locations,



scripts, and shoot details are confirmed in advance.
- Maintain a monthly shoot and content calendar.
- Follow up with the editing and social media teams after shoots.
- Track whether content has been edited, approved, scheduled, and posted on time.

7. Recruitment and Employee Coordination

- Coordinate interview schedules and communicate with candidates.
- Maintain candidate details and interview records.
- Support the onboarding process for new team members.
- Help new employees understand office timings, systems, responsibilities, and basic processes.
- Maintain employee documents and administrative records.

Skills Required

- Robust organisational and time-management skills
- Clear written and verbal communication
- Confidence in coordinating with clients and team members
- Ability to follow up firmly and professionally
- Good attention to detail
- Ability to manage multiple tasks and deadlines
- Basic knowledge of Google Calendar, Google Sheets, Google Docs, Gmail, and WhatsApp
- Ability to prepare meeting notes, trackers, and task lists
- Problem-solving and decision-making ability
- A responsible, dependable, and proactive attitude

Preferred Qualifications

- Graduate in any discipline
- Previous experience in administration, coordination, operations, client servicing, or team management is preferred
- Freshers with strong communication and organisational skills may also apply
- Experience in a digital marketing agency, creative agency, startup, or service-based company will be an advantage

📌 Office Administrator (New Delhi)
🏢 Social Maata
📍 New Delhi