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 Responsibilities1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.
- Valuable 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