Job Description:
Position Overview
The selected candidate will work directly with the Founder and will act as a central coordination point between the Founder, employees, clients, consultants, CA, HR agency and other external stakeholders.
The role requires excellent organization, communication, follow-up and documentation skills, along with basic knowledge of MS Office/Google Workspace, invoicing and accounting.

Key Responsibilities
1. Founder’s Calendar & Office Coordination

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Manage and maintain the Founder’s daily calendar and appointments.

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Schedule internal and external meetings with clients, consultants and team members.

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Coordinate meeting timings, agendas and required documents.

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Remind the Founder about key meetings, commitments and follow-ups.

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Help prioritize and track important activities of the Founder.

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Coordinate travel arrangements and other business-related requirements when required.

2. Proposal & Commercial Documentation

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Prepare proposals, quotations and commercial documents based on inputs provided by the Founder/technical team.

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Coordinate with engineers to collect technical and commercial information required for proposals.

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Format and finalize proposals professionally.

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Send proposals and quotations to clients and maintain a proposal tracker.

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Follow up with clients regarding submitted proposals and quotations.

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Track proposal status – Submitted / Under Discussion / Negotiation / Won / Lost.

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Maintain organized records of all proposals and commercial correspondence.

3. Invoicing & Basic Accounts Coordination

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Prepare sales/service invoices based on approved billing instructions.

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Maintain an invoice tracker and monitor outstanding invoices.

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Coordinate with clients for invoice submission and payment follow-ups.

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Maintain basic records of company expenses.

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Record and organize bills, receipts and supporting documents.

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Coordinate with the external CA for accounting, GST, TDS and other financial documentation.

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Provide required information and documents to the CA on a timely basis.

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Maintain basic cash-flow/payment trackers as required.

Note: The candidate is not expected to independently handle statutory accounting or taxation. An external CA will support these activities.
4. HR & Employee Coordination

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Maintain attendance records for approximately 12 employees.

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Coordinate leave applications and employee attendance-related matters.

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Maintain basic employee information and HR records.

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Coordinate joining formalities and documentation for new employees.

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Coordinate with employees regarding HR policies, documents and requirements.

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Follow up with the external HR agency for salary, HR documentation and compliance-related activities.

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Coordinate internal communication regarding holidays, attendance, meetings, training and other HR activities.

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Maintain confidentiality of employee and company information.

Note: Statutory HR documentation and compliance will be handled with support from an external HR agency.
5. Founder’s Office / General Operations

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Prepare Minutes of Meeting (MOM) and circulate them to relevant team members.

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Maintain action-point trackers and follow up with responsible persons.

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Coordinate between Founder and engineering/project teams.

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Follow up on pending proposals, documents, payments and client communications.

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Draft routine emails, letters and business communications.

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Maintain client/vendor contact databases.

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Organize company documents and records.

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Support preparation of management reports and presentations.

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Assist the Founder in day-to-day operational and administrative activities.

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Take ownership of assigned tasks and ensure timely closure.

Desired Skills & Competencies
The ideal candidate should be:

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Highly organized and systematic

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Excellent in verbal and written English communication

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Good at follow-ups and coordination

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Proactive rather than waiting for instructions

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Comfortable communicating with senior management, clients and employees

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Good at preparing professional documents and presentations

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Strong attention to detail

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Able to maintain confidentiality

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Good at multitasking and handling changing priorities

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Comfortable working in a startup environment

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Capable of independently tracking pending activities and deadlines

Technical Skills
Required:

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MS Excel / Google Sheets

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MS Word / Google Docs

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PowerPoint / Google Slides

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Email communication

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Basic accounting/invoicing knowledge

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Basic understanding of attendance and HR processes

Preferred:

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Experience with Tally / Zoho Books / other accounting software

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Experience with CRM or project management software

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Experience in a consulting, engineering, pharmaceutical or professional-services organization

Educational Qualification

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Graduate in B.Com / BBA / MBA / BA / any relevant discipline

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Candidates with good administrative, coordination and communication skills from other educational backgrounds may also be considered.

Experience
Preferred: 2–5 years of experience in any of the following:

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Executive Assistant / Personal Assistant

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Founder’s Office

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Business Operations

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Office Administration

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Sales Coordination

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Project Coordination

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Accounts & Administration

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HR & Administration

Freshers with exceptional communication, organizational and coordination skills may also be considered.

Key Performance Indicators (KPIs)
The candidate will be evaluated on:

1.
Founder’s calendar and meeting management

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Timely preparation and submission of proposals

3.
Proposal follow-up and tracking

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Timely preparation and submission of invoices

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Accuracy of basic financial/expense records

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Attendance and HR coordination

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Timely preparation and circulation of MOM

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Closure of assigned follow-up/action points

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Quality and timeliness of communication

10.
Overall support provided to the Founder and management

What We Offer

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Direct exposure to the Founder and senior management

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Opportunity to work across business operations, consulting, finance, HR and client management

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High learning opportunity in a growing engineering consulting company

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Opportunity to take increasing responsibility as the company grows

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Professional and entrepreneurial work environment

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Performance-based growth opportunities

📌 Founder’s Office & Business Operations Coordinator (Vadodara)
🏢 Navrang Hr Solutions
📍 Vadodara