- Organization: MIT-ADT University
- Department: Digital Innovation & Development Unit (DIDU)
- Designation: Executive – Operations
- Position: DIDU Operations & Purchase Coordinator
- Experience: 0–2 Years
- Employment Type: Full-Time
- Location: MIT-ADT University, Vishwa Rajbaug, Loni Kalbhor, Pune

About the Role The Digital Innovation & Development Unit (DIDU) at MIT-ADT University is looking for a motivated and organized MBA candidate with 0–2 years of experience to support departmental operations, purchase activities, vendor coordination, documentation, reporting, and other administrative and operational responsibilities.

The candidate will work closely with the Head of DIDU and will be responsible for coordinating and executing tasks assigned by the HOD, particularly those related to the DIDU Purchase Department and day-to-day departmental operations. The role requires solid coordination, communication, documentation, follow-up, analytical ability, and a proactive approach to completing assignments within defined timelines.

Scope of Work

1. DIDU Purchase & Procurement Coordination

- Coordinate day-to-day purchase-related activities of the DIDU Department.
- Collect and consolidate purchase requirements from DIDU team members.
- Prepare purchase requisitions, comparative statements, quotations, and other required documentation.
- Coordinate with vendors for quotations, product/service details, availability, pricing, and delivery timelines.
- Follow up with vendors and internal departments regarding purchase orders and deliveries.
- Maintain proper records of quotations, purchase orders, invoices, bills, and related documents.
- Coordinate with the concerned University departments for purchase approvals, finance processing, and payment-related documentation.
- Monitor the status of ongoing purchase requests and ensure timely closure.
- Maintain a systematic database of DIDU purchases, vendors, and related records.
- Support vendor evaluation and comparison based on price, quality, service, delivery, and other applicable parameters.

2. HOD-Assigned Responsibilities

- Manage and execute tasks assigned by the Head of DIDU from time to time.
- Coordinate with internal departments, schools, institutes, faculty, staff, and external vendors as required.
- Prepare status updates and reports for tasks assigned by the HOD.
- Ensure timely follow-up and closure of pending activities.
- Maintain proper documentation and records of important departmental activities.
- Assist the HOD in planning, coordinating, and monitoring departmental activities.
- Handle confidential departmental information and documents with appropriate care.
- Take ownership of assigned responsibilities and ensure that tasks are completed within defined timelines.

3. Administrative & Operational Support

- Support day-to-day administrative and operational activities of DIDU.
- Prepare official communications, letters, emails, reports, statements, and presentations as required.
- Maintain digital and physical records related to departmental activities.
- Coordinate meetings, prepare agendas or supporting documents,



and maintain action points when required.
- Follow up with concerned stakeholders on pending tasks and deliverables.
- Assist in preparing MIS reports and management updates.
- Support departmental audits, documentation requirements, and internal reviews.
- Assist in organizing DIDU-related meetings, events, vendor discussions, and other activities.

4. Documentation & MIS

- Maintain accurate and up-to-date records of purchases, vendors, requirements, approvals, and payments.
- Prepare Excel-based reports, trackers, comparative statements, and MIS reports.
- Monitor pending and completed activities through appropriate tracking mechanisms.
- Ensure proper filing and retrieval of departmental documents.
- Assist in preparing periodic reports for the HOD and University management.
- Identify gaps in documentation and coordinate corrective action.

5. Vendor & Stakeholder Coordination

- Communicate professionally with vendors and service providers.
- Coordinate with Finance, Administration, Stores, Procurement, IT, and other relevant University departments.
- Ensure timely communication between internal stakeholders and external vendors.
- Follow up on quotations, deliveries, invoices, service requirements, and pending issues.
- Develop and maintain professional relationships with vendors while following University policies and procedures.

6. Process Improvement

- Understand existing DIDU processes and identify opportunities for improving efficiency.
- Suggest improvements in purchase tracking, documentation, vendor management, and departmental coordination.
- Support digitization and systematic management of departmental records.
- Maintain organized trackers and dashboards wherever required.
- Contribute ideas that can improve operational efficiency within DIDU.

Candidate Profile

Educational Qualification

- MBA / PGDM in Operations, Finance, Marketing, Business Administration, or a related specialization.
- Candidates with strong academic credentials and relevant internships/projects will be preferred.
- Fresh MBA graduates may also be considered.

Experience

- 0–2 years of relevant experience in administration, procurement, operations, purchase coordination, vendor management, MIS, or a similar role.
- Candidates with internship experience in procurement, operations, administration, or corporate coordination are encouraged to apply.

Required Technical Skills

- Good working knowledge of MS Excel, Word, and PowerPoint.
- Ability to prepare reports, trackers, comparative statements, and MIS.
- Basic understanding of purchase and procurement processes.
- Good documentation and record-management skills.
- Ability to work with emails, digital documents, spreadsheets, and online systems.




- Basic understanding of financial documentation such as quotations, purchase orders, invoices, and bills.
- Ability to learn University ERP/procurement and internal systems quickly.

Personal & Professional Skills The ideal candidate should demonstrate:

- Strong communication skills – ability to communicate clearly and professionally with HODs, faculty, staff, vendors, and external stakeholders.
- Ownership & accountability – takes responsibility for assigned work and follows it through to completion.
- Strong follow-up skills – proactively follows up on pending requirements rather than waiting for instructions.
- Attention to detail – capable of identifying errors or inconsistencies in quotations, documents, reports, and purchase records.
- Time management – able to manage multiple assignments and prioritize work according to urgency.
- Problem-solving ability – capable of understanding issues and finding practical solutions.
- Professional attitude – maintains discipline, confidentiality, and professionalism while dealing with University stakeholders and vendors.
- Teamwork – works effectively with technical and non-technical members of DIDU and other University departments.
- Adaptability – willing to take up new responsibilities and learn new systems and processes.
- Proactive approach – identifies pending activities, requirements, and potential issues before they become problems.
- Organizational skills – maintains systematic records, trackers, documents, and follow-ups.
- Learning mindset – willing to understand the University's processes, policies, systems, and departmental requirements.

Key Performance Expectations The selected candidate will be expected to:

- Ensure timely completion of purchase-related activities assigned to DIDU.
- Maintain accurate and systematic purchase and vendor documentation.
- Ensure effective follow-up on quotations, approvals, orders, deliveries, invoices, and payments.
- Provide timely status updates to the HOD.
- Complete HOD-assigned tasks within defined timelines.
- Maintain professional coordination with internal and external stakeholders.
- Ensure confidentiality and proper handling of departmental information.
- Continuously improve documentation, tracking, and operational processes.

Ideal Candidate

We are looking for an MBA professional who is organized, responsible, proactive, and comfortable coordinating with multiple stakeholders. The candidate should be willing to take ownership of assigned work, learn University processes quickly, and support the HOD and DIDU team in ensuring smooth and efficient departmental operations.

This position offers an opportunity for an MBA professional to gain practical exposure to procurement, vendor management, operations, MIS, administration, and technology-department coordination within a leading university environment.

How to Apply:

Interested candidates should send their updated resumes / CVs to [email protected] with Subject: Application for Operations & Purchase Coordinator position

📌 Operations Executive (Maharashtra)
🏢 MIT ADT University
📍 Maharashtra