? WE'RE HIRING – EXECUTIVE ASSISTANT & OFFICE COORDINATOR

? Location: Sungam, Coimbatore

? Employment: Full-time, Work from Office

? Salary: ₹30,000 – ₹40,000 per month, depending on experience and suitability

We are looking for a highly organised, proactive and dependable Executive Assistant & Office Coordinator to work closely with the CEO and coordinate the day-to-day administrative functioning of our qualified practice.

This role would be suitable for someone who enjoys organising, coordinating, communicating and following through and can take ownership of responsibilities with minimal supervision.

Key ResponsibilitiesExecutive Assistance

- Manage calendar, appointments and meetings
- Coordinate calls, messages and follow-ups
- Maintain reminders and track important commitments
- Coordinate meetings and ensure required information/documents are available
- Maintain task and follow-up trackers
- Assist with professional memberships, networking activities, events and travel
- Coordinate routine correspondence and documentation

Office Coordination

- Coordinate day-to-day office administration
- Maintain attendance, leave and basic employee records
- Coordinate recruitment interviews and employee onboarding
- Coordinate vendors, office supplies and maintenance
- Organise internal meetings and follow up on action points
- Coordinate documents, signatures, couriers and office records
- Assist in maintaining an organised and professional workplace

Lead Follow-up & Coordination

- Follow up on prospective client leads shared by the Marketing Team
- Make initial calls and coordinate communication with prospective clients
- Understand the basic nature of the prospective client's requirement and record relevant information




- Schedule meetings or consultations with the appropriate professional
- Maintain an organised lead and follow-up tracker
- Ensure timely and consistent follow-up on open leads
- Update the Marketing Team and CEO on the status of leads
- Coordinate meetings and follow-up actions arising from prospective client discussions
- Ensure no genuine business lead is missed due to lack of follow-up

Payment Follow-up & Receivables Coordination

- Maintain an updated tracker of invoices and outstanding client payments
- Follow up with clients professionally for payments against outstanding invoices
- Send payment reminders through calls, email and WhatsApp, as appropriate
- Maintain records of payment commitments and expected payment dates
- Follow up on promised payment dates and update the status accordingly
- Coordinate with the internal accounts team regarding payments received
- Identify long-pending receivables and escalate them to the CEO
- Assist in resolving routine invoice-related queries by coordinating with the appropriate team member
- Provide periodic updates on outstanding receivables and collection status
- Ensure consistent and professional follow-up while maintaining good client relationships

Who Are We Looking For?We would prefer someone who:
- Has 2–5 years of experience in Executive Assistance, Administration,



Office Coordination or a similar role
- Is a graduate in B.Com / BBA / BA / B.Sc. or another suitable discipline
- Has good written and spoken English and Tamil
- Is comfortable using Microsoft Outlook, Word and Excel
- Has strong organisational and follow-up skills
- Communicates professionally over telephone, email and WhatsApp
- Is comfortable interacting with clients, prospective clients and senior professionals
- Can confidently and professionally follow up on leads and outstanding payments
- Can manage multiple priorities and deadlines
- Has good attention to detail
- Is proactive and capable of working independently
- Understands the importance of confidentiality and discretion

Experience in a CA firm, law firm, consulting firm or other professional-services organisation would be an advantage, but is not mandatory. What Matters Most to UsWe are not looking for someone who simply waits for instructions.

We are looking for someone who can take ownership, anticipate what needs to be done, follow up consistently and make sure things don't fall through the cracks.

The right candidate should gradually become a trusted coordination point for the CEO and the office.

Growth OpportunityFor a strong performer, the role can progressively develop into:

Executive Assistant & Office Coordinator → Senior Executive Assistant / Practice Coordinator → Administration Manager

? Interested candidates may send their CV to: [email protected]

Subject: Application – Executive Assistant & Office Coordinator

- Please mention your current salary, expected salary, notice period and current location while applying.

📌 Executive Assistant & Office Coordinator (Coimbatore)
🏢 Make Hay Consulting Private
📍 Coimbatore