Operations & Administration Executive

Job DescriptionOperations & Administration Executive

Company: Vertex Next

Location: India

Department: Marketing

Employment Type: Full-Time

Experience: 2–4 Years

Working Hours (Mandatory): Candidates must be flexible with their working hours and willing to adjust their schedules to coordinate with international teams across different time zones, as required by business operations. Candidates unable to accommodate this requirement should not apply.

About the Role

Vertex Next is seeking a highly organised, proactive and tech-savvy Operations & Administration Executive to work within our Marketing Department, supporting multiple international exhibitions, conferences and business initiatives.

The role focuses on departmental coordination, CRM and database management, spreadsheets, vendor sourcing, administrative support and maintaining strict marketing calendars and task deadlines.

The ideal candidate will be comfortable using technology, managing information, coordinating with different teams and ensuring day-to-day departmental activities remain organised and on schedule.

Key Responsibilities

1. Departmental Calendar & Task Coordination

• Maintain and regularly update the central marketing calendar across multiple projects and events.
• Track assigned tasks, deadlines, approvals and deliverables for the department.
• Coordinate with team members to ensure activities progress according to agreed timelines.
• Follow up on pending tasks and proactively highlight delays or potential bottlenecks.
• Maintain weekly task completion reports and upcoming activity schedules.
• Organise departmental meetings, record action points and monitor follow-ups.
• Ensure marketing activities, including post-event deliverables, are properly tracked.

2. CRM & Data Management

• Maintain and regularly update CRM records, contact databases and marketing lists.
• Manage data imports, exports, segmentation, duplicate checks and database cleaning.
• Organise exhibitor, sponsor, visitor, delegate and industry contact information.
• Maintain accurate and structured records across spreadsheets and CRM platforms.
• Support the marketing team with database preparation for campaigns and outreach.
• Ensure data confidentiality, accuracy and proper file organisation.

3. Excel, Google Sheets & Reporting

• Create and maintain spreadsheets, trackers and basic reporting dashboards.
• Prepare weekly progress reports covering departmental activities and pending tasks.
• Organise and consolidate information from different projects and team members.
• Maintain vendor comparison sheets, marketing activity trackers and project records.
• Use formulas, filters, pivot tables and other spreadsheet functions for efficient data management.

4. Vendor Sourcing & Coordination

• Research and identify suitable vendors, suppliers and service providers.
• Request quotations and prepare structured comparisons for management review.
• Coordinate with vendors regarding requirements, timelines and deliverables.
• Maintain vendor contact records, quotations and relevant documentation.
• Follow up on pending vendor responses, approvals and delivery commitments.
• Assist with basic procurement coordination and invoice documentation.

5. Marketing Department Administration & Support

• Provide day-to-day administrative and coordination support to the marketing department.
• Coordinate with content writers, graphic designers, web developers and other team members regarding deadlines and requirements.
• Organise marketing collateral, campaign files, presentations and related documentation.
• Assist with campaign scheduling, approvals and pre-launch checklists.
• Track website updates, registration activities and marketing-related requests.
• Support internal communication and coordination between departments.
• Maintain organised digital folders, records and documentation.

Required Skills & Qualifications

• Bachelor's degree in Business Administration, Marketing, Commerce or a related field.
• 2–4 years of experience in administration, operations, project coordination or a similar role.
• Strong proficiency in Microsoft Excel and Google Sheets, including formulas, pivot tables, filters and data organisation.
• Practical experience using CRM platforms such as Zoho, HubSpot, Salesforce or similar systems.
• Comfortable working with digital calendars, task management tools and shared workspaces.
• Good research skills and ability to source and compare vendors.
• Strong written and verbal communication skills in English.
• Excellent organisational skills and attention to detail.
• Ability to manage multiple tasks and follow up independently.
• Comfortable learning new software, digital tools and AI-powered productivity applications.
• Mandatory flexibility to coordinate across international time zones and adjust working hours according to operational requirements.

Additional Skills (Advantageous)

• Familiarity with social media management, including scheduling posts, coordinating content calendars and managing social media accounts.
• Basic knowledge of HTML and HTML email template creation, including building or editing email marketing layouts.
• Experience supporting marketing teams, exhibitions, conferences or B2B businesses.
• Basic understanding of email marketing platforms and campaign scheduling.
• Experience maintaining large contact databases and preparing management reports.

Ideal Candidate Profile

We are looking for someone who is:

• Highly organised: Enjoys maintaining calendars, checklists, records and structured workflows.
• Tech-savvy: Confident with spreadsheets, CRMs and digital productivity tools.
• Proactive: Follows up on tasks without requiring repeated reminders.
• Detail-oriented: Values accuracy in data, documentation and communication.
• Resourceful: Can independently research vendors, find information and coordinate requirements.
• Accountable: Takes ownership of assigned responsibilities and communicates challenges early.
• Adaptable: Comfortable supporting multiple projects in a dynamic international environment.

Performance Expectations

The successful candidate will be expected to:

• Maintain an accurate and up-to-date marketing calendar.
• Ensure departmental tasks and deadlines are consistently monitored and followed up.
• Keep CRM records, databases and spreadsheets organised and accurate.
• Provide timely weekly progress reports and highlight outstanding activities.
• Coordinate vendor sourcing and administrative requirements efficiently.
• Support the marketing department in maintaining structured and reliable day-to-day operations.

The role focuses on coordination, tracking and administrative support. Individual team members remain responsible for completing their assigned marketing deliverables.

Important Note for Applicants

Flexibility with working hours is a mandatory requirement for this position. As Vertex Next operates internationally, the successful candidate must be comfortable coordinating with teams across different time zones and adjusting their schedule when required.

Candidates who are unable to meet this requirement are requested not to apply.

About Vertex Next

Vertex Next is an international B2B exhibitions and conferences company operating across multiple global markets. We create industry-focused platforms that connect businesses, technology providers, decision-makers and industry leaders.

• We are looking for individuals who value ownership, professionalism, attention to detail and continuous improvement, and who want to grow within an international business environment.