Department Coordinator – Role Profile

Role Title

Department Coordinator

Department

Global Services India

Reporting Line

Reports to: Head of Global Services India Dotted line / working relationship with: HR, Finance, Technology, Facilities, Procurement, Risk, Compliance, and relevant business stakeholders.

Role Purpose

The Department Coordinator provides high-quality administrative, operational, governance, reporting, and stakeholder coordination support to Global Services India. The role is designed to create structure, improve follow-up discipline, support leadership routines, and ensure that key department activities are coordinated professionally and consistently. The role holder acts as a central coordination point across people processes, meeting management, reporting cycles, onboarding, engagement activity, facilities, technology support coordination, governance tracking, and stakeholder communications. The role helps the department operate as one connected team across India and Dubai, ensuring that actions are followed through, records are accurate, and leadership priorities are supported effectively.

Role Context

Global Services India is a growing Global Capability Centre environment where clear coordination, local ownership, strong governance, and consistent communication are critical. The Department Coordinator role supports the operating rhythm of the department and helps ensure that leadership, support functions, and business stakeholders have timely information, structured follow-up, and reliable administrative support. The role is particularly important in a scaling organization where new joiners, recruitment activity, onboarding, reporting requirements, stakeholder forums, premises activity, vendor coordination, engagement routines, and governance actions need to be managed in a disciplined and professional way.

Key Responsibilities

1. Department Administration and Coordination

- Provide day-to-day coordination and administrative support to the Head of Global Services India and the wider department leadership team.
- Maintain department trackers, records, contact lists, distribution lists, organization charts, team information, and key documentation.
- Coordinate department calendars, leadership meetings, stakeholder sessions, working groups, workshops, town halls, and team events.
- Support general office administration and help ensure that department processes are well organized and easy to follow.
- Maintain shared folders, records, governance documents, and working files in a structured and accessible way.
- Support the creation and maintenance of standard templates, trackers, process notes, and department reference documents.
- Coordinate requests and follow-ups across the department to ensure timely completion and clear ownership.
- Help maintain a consistent operating rhythm across locations and stakeholder groups.

2. Meeting Management and Action Tracking

- Schedule and coordinate recurring department meetings, leadership meetings, governance forums, project sessions, and stakeholder meetings.
- Prepare meeting agendas, attendance lists, pre-read materials, packs, briefing notes, and supporting documentation.
- Capture clear meeting minutes, key decisions, action items, risks, issues, dependencies, and follow-up points.
- Maintain central action logs and ensure owners, deadlines, and progress updates are clearly recorded.
- Follow up with action owners to drive closure and escalate overdue or blocked items where appropriate.
- Ensure meetings are purposeful, structured, and aligned to department priorities.
- Support preparation for monthly, quarterly, and ad hoc management reviews.

3. Reporting and Management Information

- Support the preparation of regular department reports, updates, dashboards, executive summaries, and leadership packs.
- Collate inputs from HR, Finance, Technology, Facilities, Procurement, Operations, Risk, Compliance, and other stakeholders.
- Maintain trackers covering headcount, hiring, onboarding, attrition, attendance, leave, training, engagement activity, risks, issues, actions, costs, invoices, approvals, and key deliverables.
- Check reports and submissions for completeness, accuracy, consistency, and formatting quality.
- Highlight missing data, overdue inputs, inconsistencies, or potential risks to the relevant manager.
- Assist in preparing materials for business reviews, governance meetings, leadership updates, and stakeholder forums.
- Support the department in developing a more disciplined, data-led approach to tracking activity and progress.

4. People,



Onboarding and Team Support

- Coordinate onboarding arrangements for new joiners, including joining schedules, induction plans, access requests, equipment coordination, seating, welcome communication, and introductory sessions.
- Support the department’s engagement routines, including town halls, huddles, recognition activities, team events, awareness campaigns, and communication updates.
- Maintain people-related trackers such as headcount, new joiners, leavers, internal moves, reporting lines, training completion, engagement actions, and recognition logs.
- Coordinate interview schedules, panel availability, candidate logistics, and recruitment follow-ups where required.
- Support leaver processes, handover tracking, access removal follow-ups, and asset return coordination.
- Help ensure colleagues experience a professional, organised, and supportive department workplace.
- Support culture-building activity by helping coordinate communication, recognition, learning, wellbeing, and team connection initiatives.

5. Stakeholder and Communication Coordination

- Act as a central coordination point between Global Services India and key internal stakeholders.
- Support communication with HR, Finance, Technology, Facilities, Procurement, Risk, Compliance, business teams, Dubai line managers, and external vendors where required.
- Draft, format, and coordinate department communications, updates, announcements, briefing notes, and follow-up messages.
- Ensure communications are clear, professional, timely, and aligned with leadership messaging.
- Track stakeholder requests, pending approvals, open issues, and agreed follow-up actions.
- Support regular communication rhythms between India and Dubai stakeholders.
- Help maintain positive working relationships by ensuring requests are followed through and information is shared consistently.

6. Governance, Risk and Compliance Support

- Support local governance routines by maintaining evidence, logs, trackers, meeting records, and action plans.
- Track completion of mandatory training, compliance activities, policy acknowledgements, audit actions, control actions, and evidence requests where applicable.
- Maintain logs for risks, issues, decisions, actions, dependencies, escalations, and outstanding items.
- Support preparation of governance packs, audit evidence, risk updates, and control documentation.
- Ensure sensitive information is handled confidentially and in line with internal policies.
- Escalate delays, gaps, missing evidence, or potential control concerns to the appropriate manager.
- Help embed a disciplined approach to governance and record management as the department scales.

7. Financial, Procurement and Vendor Coordination

- Support coordination of purchase requests, invoices, approvals, vendor onboarding, renewals, and procurement follow-ups where required.
- Maintain trackers for department spend, invoices, purchase orders, approvals, vendor contacts, contract renewals, and budget-related actions.
- Follow up with Finance, Procurement, business owners, and vendors to resolve pending items.
- Support cost-conscious management by highlighting overdue approvals, duplicate requests, unusual spend patterns, or missing documentation.
- Assist with reconciliation of department records against finance or procurement updates.
- Support logistical coordination for travel, facilities, premises, office services, and vendor-related activity.

Key Deliverables

- Accurate and up-to-date department trackers, action logs, and records.
- Well-structured meeting agendas, minutes, decisions, and follow-up logs.
- Timely collation and formatting of reports, dashboards, and leadership updates.
- Smooth coordination of onboarding, joiner readiness, team events, and department communications.
- Reliable follow-up on stakeholder actions, approvals, risks, issues, and open items.
- Clear governance records, evidence logs, and compliance tracking.
- Effective coordination with HR, Finance, Technology, Facilities, Procurement, Risk, Compliance, Dubai stakeholders, and vendors.
- Improved organisation, visibility, and operating discipline across the department.





Required Skills and Competencies

Technical and Functional Skills

- Strong Microsoft Office skills, especially Outlook, Word, Excel, PowerPoint, and Teams.
- Ability to create and maintain trackers, reports, action logs, meeting packs, and structured documentation.
- Strong written English and the ability to draft professional communications, minutes, summaries, and updates.
- Good data collation, formatting, and basic analysis skills.
- Ability to manage calendars, meetings, actions, deadlines, and multiple stakeholder requests.
- Understanding of administrative processes, document management, governance routines, and business coordination.
- Ability to handle confidential and sensitive information appropriately.
- Experience using shared drives, Teams channels, workflow tools, or similar collaboration platforms.

Behavioral Competencies

- Highly organized with strong attention to detail.
- Proactive, dependable, and able to anticipate what needs to be done.
- Strong follow-up discipline and ownership mindset.
- Clear, professional, and confident communication style.
- Able to manage multiple priorities and deadlines in a fast-moving environment.
- Comfortable working with senior stakeholders and cross-functional teams.
- Calm under pressure and able to adapt to changing priorities.
- Discreet, trustworthy, and professional when handling sensitive matters.
- Service-minded, approachable, and willing to support the wider team.
- Able to create structure where processes are still developing.
- Strong relationship-building skills across locations and functions.

Experience Requirements

- Previous experience in a department coordinator or similar role is an advantage but not essential, operations support, office management, project coordinator, or similar coordination role.
- Experience in a corporate, financial services, operations, shared services, or Global Capability Centre environment would be an advantage.
- Experience supporting reporting cycles, governance forums, people processes, onboarding, procurement coordination, facilities coordination, or stakeholder management would be beneficial.
- Experience working across multiple teams, locations, or time zones would be useful.

Responsibilities

1. Exhibit preservation and display integrity

- Promptly report any suspected breaches or risks to supervisors for escalation.
- Monitor the secure disposal of obsolete documents to prevent data leakage.
- Assist in preparing standard compliance checklists and logs for periodic review.

Performance Measures:

- Compliance adherence, audit outcomes, and timely escalation of control breaches.
- Completeness, accuracy, and timeliness of records, reports, and supporting documentation.

2. Data integrity in transaction processing support

- Participate in mandatory training on data protection and operational risk awareness.
- Adhere to dual control protocols when handling sensitive transaction information.
- Cross-check data entries against source documents to minimise operational errors.

Performance Measures:

- Transaction accuracy, reconciliation quality, and timely exception resolution.
- Data integrity in transaction processing support completion quality, timeliness, and adherence to agreed service standards.

3. Consistency of process adherence in governance administration

- Track and communicate task deadlines to team members as directed by the supervisor.
- Document exceptions and actions taken in accordance with office protocols.
- Prepare standardised reports and status updates for recurring project meetings.

Performance Measures:

- Consistency of process adherence in governance administration completion quality, timeliness, and adherence to agreed service standards.

4. Risk mitigation in data handling and confidentiality

- Follow prescribed checklists to ensure compliance with digital service design protocols.
- Review assigned tasks against documented SOPs to confirm compliance before marking as complete.
- Apply data privacy protocols when handling confidential business or client information.

Performance Measures:

- Risk mitigation in data handling and confidentiality completion quality, timeliness, and adherence to agreed service standards.
- Customer response quality, issue resolution timeliness, and service satisfaction levels.

Qualifications

- Diploma or equivalent qualification in Business Administration, Information Technology, or related field
- Ongoing participation in bank-mandated data privacy and security modules
- Continuing professional development in customer service or operations preferred

📌 Department Coordinator (India)
🏢 Emirates Islamic
📍 India