As an Office Administrator, you will serve as the central coordination engine of the organization, ensuring operational discipline, leadership effectiveness, and smooth day-to-day execution. This role directly supports the Managing Director and leadership team by managing financial administration, executive coordination, office operations, and cross-functional follow-ups. If you are highly organized, strong in follow-ups, and thrive in a fast-paced entrepreneurial environment, this role is for you.
Responsibilities
- Own end-to-end financial administration and invoicing, including invoice creation, tracking, payment follow-ups, and maintaining accurate financial records (expenses, vouchers, bills, and reimbursements).
- Manage executive coordination and calendar operations by scheduling meetings, avoiding conflicts, sending reminders, preparing agendas, and ensuring smooth execution of leadership schedules.
- Capture meeting minutes (MOM), maintain action trackers, and ensure timely follow-up and closure of decisions, commitments, proposals, and approvals.
- Ensure smooth office operations and administration, including managing supplies, coordinating with vendors, maintaining office readiness, and handling administrative infrastructure.
- Maintain structured task tracking and team follow-up systems to monitor deadlines, progress, delays, and completion status across teams, with timely escalation of blockers.
- Coordinate with internal teams (content, operations, leadership) to ensure on-time submission, approvals, and execution of deliverables.
- Support recruitment and HR coordination by screening profiles, managing candidate trackers, posting jobs, and organizing interview processes.
- Assist in marketing and lead management activities, including maintaining lead databases, executing outreach (email/LinkedIn), and supporting campaign coordination.
- Execute content posting and social media coordination as per planned schedules to ensure consistency.
- Maintain organized documentation and record management systems for financial, administrative, operational, and coordination activities.
- Drive execution discipline across the organization through consistent follow-ups, tracking, and structured reporting to leadership.
- Continuously improve systems and processes by adapting to a fast-paced, evolving (VUCA) business environment while leveraging tools (including AI) effectively.
Requirements
- 0-1 years in Office Administration / Executive Support / Operations.
- Strong experience in invoicing, expense tracking, and documentation.
- Proven ability in calendar management and meeting coordination.
- Excellent follow-up, tracking, and execution discipline.
- Proficiency in MS Excel and Google Workspace.
- Familiarity with Zoho Books / accounting tools (preferred).
- Strong communication and coordination skills.
- High ownership, attention to detail, and confidentiality.
- Bachelor's degree in Business Administration, Commerce, Management, or a related field.
Preferred Certifications
- MS Office / Advanced Excel.
- Tally, Zoho Books, or Accounting tools.
- Executive Assistance / Office Administration.
- HR coordination or Digital Marketing basics (added advantage).
This job was posted by Chandagani Raveendra from VRT Management Group.
