Administrative Backoffice Coordinator

2 weeks ago

Jaipur, Rajasthan, India G.Sial corporation Full time

We are seeking an organized, proactive, and detail-oriented Administrative backoffice Coordinator to efficiently manage daily operations and support cross-department coordination. The ideal candidate will be hands-on, quick to learn, and able to work closely with leadership to ensure smooth functioning across the office.

Key Responsibilities

1. Scheduling & Coordination

  • Manage calendars using Google Calendar and Outlook.
  • Schedule meetings (Zoom, Microsoft Teams, Google Meet) with proper agenda and reminders.
  • Track deadlines and pending tasks using ClickUp (preferred), Trello, Asana, or Notion.

2. Communication & Correspondence

  • Draft professional emails in Gmail/Outlook.
  • Manage WhatsApp Business groups / Slack channels for quick internal communication.
  • Coordinate with external vendors, consultants, and partners through Zoom/Google Meet.

3. Documentation & Reporting

  • Maintain digital files on Google Drive, OneDrive, or Dropbox.
  • Prepare and format reports using Google Sheets, Microsoft Excel (Pivot tables, VLOOKUP, conditional formatting).
  • Create and proofread presentations in Google Slides/PowerPoint.
  • Maintain and update basic records in MS Access / Airtable (preferred but not mandatory).
  • Use AI tools (ChatGPT, Gemini, Notion AI, etc.) to draft, summarize, or proofread content for reports, presentations, and communication.

4. Leadership Assistance

  • Maintain daily task lists and progress trackers on ClickUp (or other project management tools).
  • Track progress of projects via Excel dashboards/Google Sheets trackers.
  • Record meeting minutes in Google Docs / MS Word, circulate summaries, and follow up on tasks.

5. Office Administration

  • Track office inventory using Google Sheets/Excel.
  • Handle vendor quotations and invoices using Zoho Books / Tally / QuickBooks.
  • Coordinate IT support tickets via Freshdesk / Zoho Desk (or similar).

6. Event & Activity Support

  • Manage training/workshop logistics with Google Forms/Typeform (registrations, feedback).
  • Create posters/brochures in Canva for internal events.
  • Schedule and track invites via Google Calendar / Outlook.
Requirements
  • Bachelor's degree in any discipline.
  • 0–2 years of experience in administration/coordination roles (freshers with strong skills may apply).
  • Excellent English communication skills (spoken and written).
  • Strong proficiency in:
  • Google Workspace (Docs, Sheets, Slides, Drive, Calendar, Forms)
  • Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Task/project management tools (ClickUp preferred, Trello, Asana, Notion)
  • Video conferencing tools (Zoom, Google Meet, MS Teams)
  • Basic finance/record tools (Zoho Books, Tally, or QuickBooks)
  • Design tools (Canva – preferred)
  • AI-powered productivity tools (ChatGPT, Gemini, Notion AI, or similar)
  • Ability to prioritize, multitask, and work independently.
  • Must maintain confidentiality and professionalism.
    • Send your CV and a short introduction about yourself to hr@gsfc.in

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