Job Title: Founder's Office Executive / Management Trainee Department: Administration

Experience:
0–3 Years (Freshers with strong coordination and management skills may also apply)

Location:
Kolkata Employment Type: Full time Reporting To: Founder / Senior Management

About the Role
We are looking for a proactive, organised and detail-oriented professional to join the Founder's Office as an Executive / Management Trainee. The candidate will work closely with the Founder and senior management, handling administrative operations, vendor coordination, contract management, payments, utilities and inter-company coordination. This role offers an opportunity to gain cross-functional business exposure and understand the overall functioning of multiple business entities. Key Roles & Responsibilities 1. Administration Management
- Manage day-to-day administrative activities and office operations.
- Coordinate with internal departments for smooth functioning.
- Maintain records, documentation and administrative trackers.
- Ensure timely completion of assigned tasks. 2. Vendor Management
- Identify, coordinate and maintain relationships with vendors and service providers.
- Collect quotations and compare vendor proposals.
- Track vendor performance, service quality and delivery timelines.
- Maintain an updated vendor database. 3. Contract Management
- Maintain and organise company agreements, contracts and renewals.
- Track contract expiry dates and renewal requirements.
- Coordinate with vendors and internal stakeholders for contract execution.
- Ensure proper documentation and record-keeping. 4. RFQ (Request for Quotation) Management
- Prepare and circulate RFQs to relevant vendors.
- Collect quotations and prepare comparative statements.




- Follow up with vendors for pending quotations.
- Coordinate with relevant departments for approvals and finalisation. 5. Utilities Management
- Monitor office utilities such as electricity, internet, telephone, housekeeping and other facility-related services.
- Coordinate with service providers for maintenance and troubleshooting.
- Track utility expenses and ensure timely payments. 6. Payments Management
- Coordinate with the Finance and Accounts team for vendor payments.
- Maintain payment trackers and follow up on pending payments.
- Verify supporting documents, invoices and payment approvals.
- Ensure payments are processed within defined timelines. 7. Digital Document Library Creation
- Develop and maintain a centralised digital document library.
- Digitise, scan, categorise and organise company documents.
- Establish a systematic folder structure for easy document retrieval.
- Maintain proper version control and document accessibility.
- Ensure important documents are securely stored and updated. 8. Group Company Coordination
- Coordinate with different group companies for administrative and operational requirements.
- Act as a coordination point between the Founder and various business entities.
- Follow up on pending tasks, reports and documentation.
- Maintain trackers for inter-company activities and deliverables.



Important Skills & Competencies
- Excellent coordination and communication skills.
- Strong organisational and multitasking abilities.
- Good knowledge of MS Excel, Word, Google Sheets and Google Drive.
- Strong follow-up and execution capabilities.
- Attention to detail and documentation skills.
- Ability to manage multiple assignments independently.
- Problem-solving attitude and willingness to learn.
- High level of ownership, accountability and confidentiality. Ideal Candidate Profile
- Graduate in any discipline; BBA/MBA candidates will be preferred.
- Freshers or candidates with 0–3 years of relevant experience.
- Candidates interested in business operations, administration and management.
- Should be comfortable working directly with the Founder and senior leadership.
- Must have a proactive, hands-on and execution-oriented approach. Key Performance Indicators (KPIs) 1. Timely completion of administrative activities. 2. Effective vendor coordination and quotation management. 3. Proper tracking of contracts and renewal dates. 4. Timely processing and follow-up of vendor payments. 5. Creation and maintenance of a structured digital document library. 6. Effective coordination across all group companies. 7. Timely closure of tasks assigned by the Founder. What This Role Offers
- Direct exposure to the Founder and senior management.
- Opportunity to understand multiple business functions.
- Cross-functional exposure across group companies.
- Opportunity to develop business management and operational skills.
- Potential career growth into Business Operations, General Management or Founder's Office roles.

📌 Founder's Office Executive (Kolkata)
🏢 SINEO
📍 Kolkata