Institute Operations & Student Coordination Executive

Department: Institute Operations / Student Success / Placement Coordination
Location: Pune, Solitaire Business Hub, Viman Naagr
Employment Type: Full-Time
Eligibility: Any Graduate
Experience: Freshers and candidates with relevant experience can apply

About the Role

We are looking for a highly organized, proactive, and responsible Institute Operations & Student Coordination Executive to manage the day-to-day operations of our training institute and ensure a smooth and professional experience for every student.

This role involves coordinating with students, trainers, counsellors, accounts, placement teams, and management and ensuring that batches, schedules, examinations, student communication, fee follow-ups, placement activities, and operational tasks are completed on time.

The ideal candidate should be someone who takes ownership, follows up until closure, maintains accurate records, communicates professionally, and can manage multiple activities simultaneously.

Key Responsibilities1. Institute Operations & Batch Management

- Manage the day-to-day operations of the training centre.
- Prepare and maintain batch schedules, classroom allocations, trainer schedules, and session plans.
- Coordinate with trainers regarding batch timings, syllabus progress, attendance, module completion, and schedule changes.
- Monitor batch progress and ensure sessions are conducted as planned.
- Coordinate batch transfers, make-up sessions, extra sessions, and timetable changes.
- Ensure classrooms, systems, learning resources, and other requirements are ready before sessions.
- Identify operational issues and coordinate with the appropriate team for timely resolution.

2. Student Coordination & Student Success

- Act as the primary coordination point for students regarding academic and institute-related requirements.
- Handle student queries related to courses, batches, trainers, attendance, examinations, certificates, fees, placements, and other activities.
- Manage student WhatsApp groups, communities, and other communication channels.
- Communicate schedules, announcements, examination information, assignments, placement updates, and important notices.
- Ensure all student communication is clear, accurate, timely, and professional.
- Follow up with students regarding pending academic, administrative, examination, payment, and placement activities.
- Build positive relationships with students and contribute to an excellent overall student experience.

3. Exams & Assessments Coordination

- Coordinate Module Exams, SEQ Exams, Viva, assignments, assessments, and other academic evaluations.
- Coordinate with trainers regarding examination papers, evaluation requirements, schedules, and completion status.
- Communicate examination schedules and instructions to students.
- Track examination and assessment participation and completion.
- Maintain accurate examination records.
- Follow up with students having pending or missed examinations and assessments.
- Coordinate re-examinations and other academic requirements wherever applicable.
- Maintain updated records of examination results and completion status.

4. Placement & Career Coordination

- Coordinate with the Placement Team regarding interviews, job drives, recruitment activities, and career opportunities.
- Communicate job opportunities, interview schedules, eligibility criteria, and placement instructions to eligible students.
- Follow up with students regarding applications, interview attendance, document submission,



and interview preparation.
- Maintain accurate placement and interview records.
- Coordinate with trainers and counsellors to ensure students are prepared for placement activities.
- Support the smooth execution of recruitment drives, interviews, and career-related activities.
- Escalate placement-related concerns to the appropriate team when required.

5. Fee Follow-Up & Payment Coordination

- Conduct regular and professional follow-ups with students regarding pending or balance course fees.
- Maintain updated records of student payment status.
- Coordinate with the Accounts Team regarding payments, receipts, confirmations, and outstanding amounts.
- Communicate payment deadlines and requirements clearly to students.
- Track paid, partially paid, and pending accounts.
- Ensure timely follow-up and closure of outstanding payment-related activities.

6. MIS, Excel & Documentation

Maintain accurate and updated Excel / Google Sheets / MIS reports covering:

- Student enrolments
- Batch schedules
- Attendance
- Module completion
- Examinations and assessments
- Viva / SEQ Exams
- Fees and payments
- Placements
- Interviews
- Student follow-ups
- Pending activities

The candidate will also be responsible for:

- Preparing daily, weekly, and monthly operational reports.
- Keeping student and batch information accurate and up to date.
- Tracking pending activities through MIS.
- Ensuring proper documentation and easy accessibility of records.

7. Trainer & Internal Team Coordination

Coordinate effectively with:

- Trainers – batches, schedules, attendance, syllabus progress, assessments, and student performance.
- Counsellors – admissions, batch allocation, course information, and student requirements.
- Accounts Team – fees, payments, receipts, and outstanding amounts.
- Placement Team – interviews, job drives, applications, and placement activities.
- Management – operational issues, student concerns, reports, escalations, and centre requirements.

The candidate must ensure smooth communication and coordination between all teams.

8. Student Issue Resolution

- Take ownership of student-related operational issues from identification to closure.
- Track student requests, complaints, and pending activities.
- Ensure timely responses and appropriate resolution.
- Escalate critical or unresolved matters to management.
- Maintain records of issues and resolutions.
- Identify recurring student issues and suggest improvements to processes.

9. Daily Operations & Process Management

- Monitor daily institute activities and ensure planned activities are completed on schedule.
- Maintain daily operational checklists and follow-up trackers.
- Monitor attendance, trainer availability, assessments, student communication, fee follow-ups, and placement activities.
- Ensure that no important student or operational activity is missed or left unattended.
- Support management in implementing new processes and student engagement initiatives.
- Help maintain a disciplined, professional, organized, and student-friendly environment.

Required Skills

- Excellent communication and interpersonal skills.




- Strong coordination and follow-up skills.
- Good working knowledge of MS Excel / Google Sheets.
- Strong organizational and time-management abilities.
- Ability to manage multiple students, batches, trainers, and activities simultaneously.
- Good problem-solving and decision-making skills.
- Professional communication with students, parents, trainers, counsellors, accounts, placement teams, and management.
- Strong attention to detail and accuracy.
- Ability to work under deadlines and manage multiple priorities.
- Proactive and responsible approach.
- Good documentation and reporting skills.
- Willingness to learn new systems, tools, and processes.

Preferred Skills

Candidates with knowledge or experience in any of the following will have an advantage:

- Training Institute / Education Operations
- Student Relationship Management
- EdTech Operations
- CRM / Student Management Systems
- Advanced Excel / Google Sheets
- MIS Reporting
- WhatsApp Business / Community Management
- Placement Coordination
- Academic Coordination
- Fee Follow-Up and Payment Tracking
- LMS / Digital Learning Platforms
- Customer Service / Student Support

Ideal Candidate

The ideal candidate is a highly organized, proactive, responsible, and student-focused professional who can manage multiple activities without losing track of details.

The candidate should be comfortable working with students and coordinating with multiple internal teams.

Most importantly, the person should have a strong ownership and follow-up mindset.

We are looking for someone who does not simply say:

"I informed the concerned person."

Instead, the candidate should think:

"I will follow up until the activity is completed."

The ability to identify pending work, take ownership, coordinate with the right people, and ensure closure will be critical for success in this role.

Key Performance Expectations

Success in this role will be measured by:

Smooth Batch Operations
Timely Student Communication
Effective Trainer Coordination
Exam & Assessment Completion
Accurate MIS & Reporting
Regular Fee Follow-Up
Effective Placement Coordination
Timely Issue Resolution
Proper Documentation
Closure of Pending Activities
Excellent Student Experience

Overall Objective of the Role

The primary objective of this position is to ensure the smooth, organized, efficient, and student-friendly operation of the institute.

The Executive will act as an important coordination link between students, trainers, counsellors, accounts, placement teams, and management, ensuring that every significant activity is properly tracked, communicated, followed up, and completed on time.

The ultimate goal is simple:

No missed activity. No unattended student. No pending task without follow-up.

The person in this role should help create an institute environment where students receive timely support, trainers can focus on training, internal teams remain coordinated, and management has clear visibility of day-to-day operations.

This version is deliberately written to make the role sound like ownership of centre operations + student success, rather than a basic receptionist/admin position. That should help you attract stronger graduates while still keeping the eligibility open to Any Graduate / Fresher.

Benefits:

- Cell phone reimbursement

Work Location: In person

Benefits:

- Cell phone reimbursement

Work Location: In person

Pay: ₹8,000.00 - ₹22,000.00 per month

Benefits:

- Cell phone reimbursement

Work Location: In person

📌 Junior Operations Executive (Viman Nagar)
🏢 SEED INFOTECH
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