Executive – Office Administration & Coordination

Location: Sector 132, Noida

Reporting To: Director

Employment Type: Full-time

Salary: ₹25,000–₹30,000 per month, depending on experience and suitability

About the Role

We are looking for a responsible, organised and proactive all-round professional to manage the day-to-day administrative and coordination requirements of a small but growing organisation.

The position will work closely with the Director and will require the ability to independently handle multiple responsibilities including office administration, communication, client and vendor coordination, basic accounts and petty cash, staff administration, inventory, scheduling, travel arrangements and enquiries.

The ideal candidate should be someone who can take ownership of the office and ensure that things get done without constant supervision.

Key Responsibilities

1. Office Administration

- Manage the day-to-day functioning of the office.
- Handle incoming and outgoing calls, messages and emails.
- Receive and attend to visitors professionally.
- Maintain office files, records and documentation.
- Coordinate with building management, service providers and vendors.
- Ensure that routine office requirements are attended to promptly.

2. Director's Office & Scheduling

- Manage the Director's calendar, appointments and meetings.
- Coordinate meetings with clients, professionals, vendors and other stakeholders.
- Maintain reminders and follow-ups for important meetings and commitments.
- Prepare daily and weekly schedules.
- Make travel, hotel and local transportation arrangements for the Director and team when required.

3. Client & Vendor Coordination

- Coordinate with existing and prospective clients.
- Communicate with vendors, suppliers, consultants and service providers.
- Obtain quotations and coordinate purchases and services.
- Follow up on pending requirements, payments and commitments.

4. Enquiries & Communications

- Receive and respond to telephone, email, WhatsApp and online enquiries.
- Generate and follow up on enquiries.




- Maintain an enquiry and follow-up database.
- Ensure timely responses to clients and other stakeholders.
- Draft routine emails, letters, messages and communications.

5. Accounts & Petty Cash

- Maintain petty cash and routine office cash transactions.
- Record daily expenses and maintain supporting bills and receipts.
- Maintain basic records of invoices, payments and expenses.
- Prepare periodic expense and petty-cash statements.
- Coordinate with the external accountant/CA for accounting-related requirements.

The position does not involve independent statutory accounting, GST or tax compliance.

6. Staff & HR Administration

- Maintain staff attendance records.
- Maintain leave applications and leave records.
- Assist in recruitment and hiring of staff.
- Coordinate interviews and joining formalities.
- Assist in preparing staff schedules, duty rosters and work assignments.
- Maintain basic employee records and documentation.

7. Inventory & Procurement

- Maintain records of office equipment, supplies and consumables.
- Monitor inventory levels and identify requirements in advance.
- Coordinate procurement and delivery of supplies.
- Maintain purchase records and vendor details.
- Prepare periodic inventory reports.

8. Reporting & Follow-up

- Prepare basic weekly/monthly administrative reports.
- Maintain lists of pending tasks and follow-ups.
- Ensure that important actions are tracked to completion.
- Provide the Director with timely updates on administrative, financial and operational matters.

Candidate ProfileEducational Qualification
- Graduate in any discipline preferably Masters in Business Administration or Commerce





Experience
- 2–5 years of relevant experience in office administration, executive assistance, operations, coordination or a similar role preferred.
- Experience working in a small or entrepreneurial organisation will be an advantage.

Required Skills
- Excellent communication and interpersonal skills.
- Good spoken and written English and Hindi.
- Valuable working knowledge of MS Office / Google Workspace.
- Comfortable with Excel/Google Sheets, email, WhatsApp and online communication.
- Basic understanding of accounts, cash handling and expense records.
- Good organisational and time-management skills.
- Ability to multitask and prioritise.
- Positive telephone etiquette.
- Ability to coordinate with people at different levels.

Personal Attributes

We are looking for someone who is:

- Responsible and trustworthy
- Proactive and self-motivated
- Well organised and systematic
- Pleasant, confident and professional
- Presentable and courteous
- Valuable at follow-up
- Comfortable taking ownership of tasks
- Discreet with confidential information
- Able to work independently with minimum supervision
- Versatile and willing to take on varied responsibilities

What Success in This Role Looks Like The successful candidate should gradually become the single point of coordination for the day-to-day administrative functioning of the office, allowing the Director to focus on strategic, professional and business responsibilities.

We are looking for someone who does not simply wait for instructions, but identifies what needs to be done, follows it through and keeps the Director informed.

Compensation

₹18000- 25,000 per month, depending on qualifications, experience, communication skills and overall suitability.

An exceptionally capable candidate with demonstrated ability to independently manage a small office may be considered at a higher level.

Location: Sector 132, Noida

Pay: ₹18,000.00 - ₹25,000.00 per month

Work Location: In person

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