Location: Delhi Hybrid

Company: Athena LMS

Working Days: Monday – Saturday

Employment Type: Full time

About the Role

Athena LMS is looking for a highly organized, detail-oriented, and proactive Administrative Coordinator / CRM & Operations Executive to support the day-to-day administrative and operational activities of a growing U.S.-based business.

This position is ideal for someone who enjoys creating structure, managing information, coordinating communications, and ensuring that important tasks and follow-ups do not fall through the cracks. The successful candidate will play a critical role in helping establish and maintain operational systems, communication workflows, CRM processes, scheduling functions, and administrative support activities.

Unlike organizations with fully mature systems, this role requires someone who is comfortable building processes from the ground up, organizing scattered information, and helping create efficient workflows.

Key Responsibilities

CRM Management & Administration

Assist in building, organizing, and maintaining HubSpot CRM.

Enter, update, and manage records for contacts, companies, prospects, leads, vendors, partners, and business relationships.

Create, monitor, and manage follow-up tasks and reminders within HubSpot.

Ensure CRM records remain accurate, organized, and up to date.

Support the development of CRM processes and data management standards.

Communication & Follow-Up Coordination

Review RingCentral missed calls, voicemails, AI call summaries, and communication records.

Ensure important calls, messages, and communications are logged correctly.

Categorize communication activities and assign appropriate next actions.

Maintain follow-up trackers and open-loop task lists.

Monitor outstanding items and ensure timely completion.

Scheduling & Calendar Management

Schedule internal and external meetings.

Coordinate calendars and appointment confirmations.

Send meeting invitations and reminders.

Manage scheduling conflicts and follow-up communications.

Google Workspace Administration

Support daily operations using Gmail, Google Calendar, Google Drive, Google Docs, and Google Sheets.





Organize and maintain shared files, folders, and documentation.

Create and manage administrative trackers and reporting sheets.

Meeting Coordination

Prepare meeting agendas when required.

Record meeting notes and action items.

Prepare follow-up summaries and distribute action points.

Track completion of assigned tasks following meetings.

Administrative & Documentation Support

Organize internal documentation, templates, trackers, SOPs, and operational resources.

Maintain administrative records and filing systems.

Ensure business information is structured and accessible.

Website Coordination Support

Coordinate with the existing Athena web support team regarding website-related requests.

Track website updates, content revisions, forms, and pending actions.

Monitor website-related tasks and ensure follow-up completion.

Research & Data Collection

Conduct online research on restaurants, bars, hospitality groups, vendors, referral partners, and potential business relationships.

Build and maintain prospect databases and research lists.

Gather and organize information to support business development activities.

Marketing Administration Support

Assist with organizing prospect and outreach lists.

Maintain content idea repositories and marketing trackers.

Prepare draft content for internal review.

Coordinate website content updates and administrative marketing activities.

Reporting

Prepare weekly operational reports including:

New contacts and records added to CRM

Pending and completed follow-ups

Meetings scheduled and completed

Calls and messages reviewed

Website requests and outstanding items

Questions and decisions requiring management input

What This Role Is Not





This position is strictly an administrative and operational support role.

The selected candidate will not be responsible for:

Sales closing

Pricing discussions

Contract negotiations

Business consulting

Marketing strategy ownership

Public posting on behalf of the company

Making commitments on behalf of clients or management

Required Skills & Qualifications

Bachelor's degree in Business Administration, Commerce, Management, or a related field.

Excellent written and verbal English communication skills.

Strong organizational and multitasking abilities.

Exceptional attention to detail.

Ability to manage confidential information with discretion.

Comfortable working with U.S.-based business communication standards.

Proficiency in Google Workspace (Gmail, Docs, Sheets, Drive, Calendar).

Strong follow-up and task management skills.

Ability to work independently and create structure from incomplete information.

Familiarity with CRM systems and administrative workflows.

Preferred Qualifications

Previous experience using HubSpot CRM.

Experience working in administrative, operations, executive assistant, coordinator, or CRM support roles.

Experience with RingCentral or similar communication platforms.

Exposure to website coordination and basic marketing administration.

Experience supporting international or U.S.-based clients.

Ideal Candidate Profile

The ideal candidate is:

Highly organized and process-oriented

Reliable and accountable

Detail-focused and proactive

Strong in written business communication

Comfortable managing multiple priorities

Skilled at creating systems and workflows

Able to think critically and independently

Professional, discreet, and dependable

Why Join Athena LMS?

Athena LMS offers an opportunity to work in a growing, dynamic environment where your contribution directly impacts business operations. This role provides exposure to CRM management, operations, administration, business communication, marketing coordination, and process development while working with international clients and teams.

Pay: ₹25,000.00 - ₹30,000.00 per month

Work Location: In person

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