Office Coordinator

The Directors' Office Coordinator acts as the primary liaison between the Directors and all departments within the organization. This role ensures the seamless execution of strategic and operational initiatives by managing reporting processes, tracking commitments, coordinating communication, and maintaining accountability across teams. The position demands exceptional organizational skills, meticulous attention to detail, strong written communication, and the ability to engage professionally with senior stakeholders to drive timely completion of objectives.

Key Responsibilities

Reporting & Performance Tracking: Oversee the weekly reporting cycle across departments, ensuring reports are accurate and submitted on time. Consolidate data and prepare summaries for Directors’ review. Maintain monthly KPI scorecards and performance dashboards, highlighting critical issues, missed targets, and operational risks that require attention.

Meeting Coordination & Follow-Up: Manage Directors’ meetings, strategic sessions, and reviews by preparing agendas in advance and distributing them. Record minutes and circulate action points within two hours post-meeting. Track action items, responsibilities, and deadlines, conducting regular follow-ups with department heads to ensure commitments are met.

Cross-Department Coordination: Serve as the operational liaison between Directors and departments such as Sales, HR, Finance, Administration, and Customer Service. Facilitate communication and coordination to support business goals. Monitor ongoing projects for alignment with organizational priorities and escalate delays or unresolved issues to Directors as needed.

Executive Support: Prepare briefing notes, presentations, reports, and executive summaries for Director review. Draft internal communications, announcements, and correspondence on behalf of the Directors. Organize and maintain confidential records and assist with special projects and strategic initiatives.

Administrative & Governance Support: Maintain trackers for commitments, projects, deadlines, and deliverables. Ensure proper documentation and record management practices. Support the implementation and monitoring of company policies while handling sensitive information with the utmost discretion.

Required Qualifications

- Bachelor’s degree in Business Administration, Management, Operations, or a related field.
- 3 to 5 years of experience in Operations, Executive Coordination, Project Coordination, Executive Assistance, or similar administrative roles.
- Experience working directly with senior management or executive leadership is preferred.

Preferred Qualifications and Competencies

Organizational Excellence: Strong planning, coordination, and time-management skills with the ability to manage multiple priorities simultaneously. High attention to detail and accuracy.

Communication Skills: Excellent written and verbal communication in English, including professional report writing and business correspondence. Comfortable communicating confidently with senior management and department heads.

Technical Skills: Proficiency in Microsoft Excel, Word, PowerPoint, and Google Workspace. Ability to prepare dashboards, trackers, reports, and presentations. Familiarity with project tracking and workflow management tools is an advantage.

Professional Attributes: High integrity and confidentiality, self-motivated, proactive, and solution-oriented. Strong follow-up and accountability management skills. Ability to work under pressure and meet tight deadlines while maintaining professionalism and diplomacy in stakeholder interactions.

Key Performance Indicators (KPIs) include timely submission of departmental reports, completion rate of action items within deadlines, accuracy of meeting minutes and trackers, quality of KPI scorecard maintenance, effectiveness of cross-department coordination, and timeliness of executive communications and follow-ups.

Working Relationships
Internal: Directors, Department Heads, Managers, Supervisors, and teams across HR, Finance, Administration, and Sales.
External: Vendors, consultants, and business partners as assigned.

This is a full-time, in-person position with working hours from 12:00 pm to 8:00 pm. The monthly salary ranges from Rs50,000 to Rs70,000. Candidates with experience in Operations, Business Administration, Executive Coordination, Project Management, or Corporate Administration are preferred.