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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

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

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

- Coordinate meeting timings, agendas and required documents.

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

- Help prioritize and track important activities of the Founder.

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

2. Proposal & Commercial Documentation

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

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

- Format and finalize proposals professionally.

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

- Follow up with clients regarding submitted proposals and quotations.

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

- Maintain organized records of all proposals and commercial correspondence.

3. Invoicing & Basic Accounts Coordination

- Prepare sales/service invoices based on approved billing instructions.

- Maintain an invoice tracker and monitor outstanding invoices.

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

- Maintain basic records of company expenses.

- Record and organize bills, receipts and supporting documents.

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

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

- 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

- Maintain attendance records for approximately 12 employees.

- Coordinate leave applications and employee attendance-related matters.

- Maintain basic employee information and HR records.

- Coordinate joining formalities and documentation for current employees.

- Coordinate with employees regarding HR policies, documents and requirements.

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

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

- 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

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

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

- Coordinate between Founder and engineering/project teams.

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

- Draft routine emails, letters and business communications.

- Maintain client/vendor contact databases.

- Organize company documents and records.

- Support preparation of management reports and presentations.

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

- Take ownership of assigned tasks and ensure timely closure.

Desired Skills & Competencies The ideal candidate should be:

- Highly organized and systematic

- Excellent in verbal and written English communication

- Good at follow-ups and coordination

- Proactive rather than waiting for instructions

- Comfortable communicating with senior management, clients and employees

- Good at preparing professional documents and presentations

- Strong attention to detail

- Able to maintain confidentiality





- Good at multitasking and handling changing priorities

- Comfortable working in a startup environment

- Capable of independently tracking pending activities and deadlines

Technical Skills

Required:

- MS Excel / Google Sheets

- MS Word / Google Docs

- PowerPoint / Google Slides

- Email communication

- Basic accounting/invoicing knowledge

- Basic understanding of attendance and HR processes

Preferred:

- Experience with Tally / Zoho Books / other accounting software

- Experience with CRM or project management software

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

Educational Qualification

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

- 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:

- Executive Assistant / Personal Assistant

- Founder’s Office

- Business Operations

- Office Administration

- Sales Coordination

- Project Coordination

- Accounts & Administration

- 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

2. Timely preparation and submission of proposals

3. Proposal follow-up and tracking

4. Timely preparation and submission of invoices

5. Accuracy of basic financial/expense records

6. Attendance and HR coordination

7. Timely preparation and circulation of MOM

8. Closure of assigned follow-up/action points

9. Quality and timeliness of communication

10. Overall support provided to the Founder and management

What We Offer

- Direct exposure to the Founder and senior management

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

- High learning opportunity in a growing engineering consulting company

- Opportunity to take increasing responsibility as the company grows

- Professional and entrepreneurial work environment

- Performance-based growth opportunities

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