JOB DESCRIPTION

Key Roles & Responsibilities The role spans six areas of responsibility, outlined below. A. Day-to-Day Office Operations ●Coordinate with building management, security, and support staff on access, maintenance, and routine facility issues. ●Assist in coordinating internal resources, schedules, and logistics to keep office operations running efficiently. B. Vendor, Supplier & Procurement Coordination ●Coordinate with vendors and suppliers for office requirements, procurement, and timely delivery of goods and services. ●Obtain and compare quotations, share them with the reporting manager for approval, and follow up until fulfilment. ● Track purchase orders, delivery timelines, service schedules, and contract or renewal dates. ●Verify invoices against orders received, flag discrepancies, and route bills to the finance/accounts point of contact for processing. C. Client & Stakeholder Coordination ● Liaise with clients on operational and logistical requirements to ensure seamless service delivery. ●Act as a first point of contact for incoming calls, emails, visitors, and courier/dispatch, representing the company professionally and routing them to the right person promptly. ●Coordinate visitor and guest arrangements, including meeting rooms, refreshments, and on-site hospitality. ● Follow up on pending operational items with internal teams and external stakeholders until closure. D. Documentation, Records & Paperwork ●Manage day-to-day office paperwork, documentation, and record-keeping in an organized and accessible manner. ●Maintain physical and digital filing systems for contracts, agreements, invoices, statutory papers, asset records, and company registers. ●Prepare and format routine documents — letters, memos, trackers,



checklists, and basic reports — as required. ●Handle sensitive company, client, and employee information with strict confidentiality.

Executive Assistance & Calendar Management ●Manage calendars for the leadership team — scheduling, rescheduling, and protecting time against conflicts. ●Coordinate calendars and logistics for meetings, briefings, reviews, and executive roundtables, including invites, links, and meeting rooms. ● Set up virtual meetings on Zoom, MS Teams, or Google Meet and ensure the technology and materials are ready in advance. ●Prepare agendas, capture minutes and action points, and follow up on deliverables and deadlines. ●Arrange travel, accommodation, transport, and itineraries, and compile the resulting expense and reimbursement paperwork. ●Handle general administrative and company-related tasks as assigned, supporting the broader team’s operational needs. F. Internal Support, Tracking & Reporting ●Maintain trackers for office expenses, petty cash, assets, and recurring administrative activities. ● Share regular status updates on office operations, vendor matters, and pending items with the reporting manager. ● Support onboarding logistics for new joiners — workspace, access, stationery, and documentation. ● Suggest practical improvements to administrative processes, costs, and turnaround times.



05 Required Skills & Competencies ● Strong verbal and written communication skills; qualified and courteous with senior stakeholders, clients, and vendors. ●Prior experience in office administration, front-office, executive assistance, facility coordination, or a similar support role. ● Strong organizational skills and attention to detail in data, documentation, and reporting. ●Proven ability to multitask, prioritize, and manage several requests and deadlines at once. ●Working knowledge of MS Office / Google Workspace — Word, Excel/Sheets, and email and calendar tools. ●Comfortable with virtual collaboration tools (Zoom, MS Teams, Google Meet) and remote coordination. ● Experience coordinating with vendors, suppliers, and service providers, including basic follow-up on quotes and invoices. ●Discretion and integrity in handling confidential company and client information. ●Quick to learn and adapt to internal/proprietary systems, trackers, and reporting formats. ●A dependable, ownership-driven attitude with strong follow-through and punctuality. 06 Qualifications ●Bachelor’s degree in any discipline; a degree in Business Administration, Commerce, or a related field is preferred. ●Prior experience in office coordination, administration, or executive assistance is an advantage; fresh graduates with strong organizational skills may be considered. ●Working proficiency in English and Hindi, both spoken and written. ●Comfortable being based out of, or travelling between, the Gomti Nagar (Lucknow) and Noida offices a

Pay: ₹10,000.00 - ₹15,000.00 per month

Work Location: Hybrid remote in Lucknow, Uttar Pradesh

📌 Office Coordinator & Executive Assistant (Lucknow)
🏢 Aditi DemandX services private
📍 Lucknow