We are looking for a responsible, organized, and proactive Office Administration &

- Coordination Executive to manage day-to-day office activities, official communication, email correspondence, documentation, and coordination with clients, contractors, vendors, employees, and management. The candidate will be responsible for ensuring smooth office operations and timely follow-up of all assigned activities.

Key Responsibilities 1.

Office Administration

Manage day-to-day office operations and administrative activities. Maintain office records, documents, files, and correspondence. Coordinate with internal and external stakeholders for routine requirements. Maintain proper filing and documentation systems. Assist management in routine administrative work.

- Email &
- Communication Manage official company email communication. Draft, send, receive, and follow up on emails. Prepare professional letters, quotations, enquiries, offers, and other correspondence. Ensure timely responses to clients, vendors, contractors, and other organizations. Maintain proper records of key email communication and follow-ups.
- Client &
- Vendor Coordination Coordinate with clients, contractors, suppliers, and service providers. Follow up on quotations, technical offers, purchase requirements, deliveries, payments, and pending matters. Communicate requirements received from management to the concerned person/team. Maintain a follow-up tracker and provide regular updates.
- Tender &




- Documentation Support Assist in preparation and submission of tender/bid documents. Collect required documents from different departments and vendors. Maintain company certificates, registrations, experience documents, financial documents, and other records required for bids. Track tender deadlines and submission requirements. Coordinate with management for timely completion of bid documentation.
- Reporting &
- Follow-up Prepare daily/weekly status reports as required. Maintain pending-work and follow-up lists. Remind concerned persons about important deadlines and commitments. Escalate critical or delayed matters to management.
- Coordination &
- Scheduling Coordinate meetings, online calls, site visits, travel arrangements, and appointments. Maintain calendars and schedules for management. Coordinate with site teams regarding documents, requirements, and updates. Assist in arranging logistics when required.

Required

SkillsGood written and verbal communication skills. Good knowledge of MS Word, MS Excel, PowerPoint, and Outlook/Gmail . Ability to write professional emails independently. Good documentation and record-keeping skills.

Strong follow-up and coordination ability. Good organizational and time-management skills. Ability to communicate with clients, vendors, contractors, and senior management. Ability to handle multiple tasks simultaneously.

Basic understanding of quotations, purchase orders, invoices, tenders, and business documentation will be an advantage.

📌 Office Assistant (Indore)
🏢 Starling Associates Private
📍 Indore