Office Coordinator

1 month ago


New Delhi, India Tessa Stones Full time
1. Coordination with Internal Departments
  • Objective: Ensure smooth communication and coordination between various internal departments.
  • Key Responsibilities:
  • Facilitate regular communication between departments such as Accounting, Marketing, and HR to ensure alignment on key projects and tasks.
  • Act as the central point of contact for cross-departmental initiatives and ensure that all relevant stakeholders are informed and involved.
  • Assist departments in resolving any administrative issues that may hinder their operations.
2. MIS Reporting
  • Objective: Provide accurate and timely Management Information System (MIS) reports to support decision-making.
  • Key Responsibilities:
  • Compile and analyze data from various departments to prepare comprehensive MIS reports.
  • Ensure that all reports are accurate, complete, and delivered on time to management.
  • Assist in the interpretation of MIS reports and provide insights to management based on the data.
3. Travel Booking & Visa Applications
  • Objective: Manage travel arrangements and visa applications efficiently.
  • Key Responsibilities:
  • Coordinate travel bookings for employees, including flights, accommodations, and transportation.
  • Handle all aspects of visa applications, ensuring that all required documents are prepared and submitted on time.
  • Keep track of travel schedules and ensure that all logistics are in place for a smooth travel experience.
4. HR Support
  • Objective: Assist in fulfilling HR requirements and ensuring efficient HR operations.
  • Key Responsibilities:
  • Support HR in onboarding new employees, including preparation of necessary documentation and coordination of orientation sessions.
  • Assist with the coordination of employee engagement activities and events.
  • Maintain and update employee records and ensure compliance with HR policies.
5. Coordination with Vendors
  • Objective: Maintain effective relationships with vendors to ensure smooth procurement and service delivery.
  • Key Responsibilities:
  • Liaise with vendors to manage orders, track deliveries, and resolve any issues that arise.
  • Coordinate with the Accounts Department to ensure timely payment of invoices.
  • Regularly review vendor performance and provide feedback to ensure service levels are maintained.
6. Coordination for Payments
  • Objective: Ensure timely and accurate processing of payments to vendors and service providers.
  • Key Responsibilities:
  • Work closely with the Accounts Department to manage payment schedules and ensure all payments are processed on time.
  • Verify invoices and payment requests to ensure accuracy before processing.
  • Keep records of all payments and provide regular updates to management.
7. Drafting Emails on Behalf of Management
  • Objective: Provide professional and timely communication support to management.
  • Key Responsibilities:
  • Draft, review, and send emails on behalf of management, ensuring clarity and professionalism in all communications.
  • Handle sensitive and confidential information with discretion.
  • Ensure that all outgoing communications reflect the company’s standards and messaging.
8. Follow-Up & Accountability Management
  • Objective: Hold Heads of Departments (HODs) accountable for project timelines and deliverables.
  • Key Responsibilities:
  • Track project deadlines and follow up with HODs to ensure timely completion of tasks.
  • Escalate delays or issues to management and suggest solutions to keep projects on track.
  • Maintain records of project timelines and communicate any changes to relevant stakeholders.
9. Website Management
  • Objective: Ensure the company website is up-to-date and functioning effectively.
  • Key Responsibilities:
  • Coordinate with external consultants to manage and update the company website.
  • Ensure that all content on the website is current, accurate, and aligned with the company’s branding.
  • Monitor website performance and report any issues to the relevant parties.
10. Social Media Management
  • Objective: Keep social media pages active and aligned with the company’s marketing strategy.
  • Key Responsibilities:
  • Coordinate with social media agencies to manage the company’s social media presence.
  • Ensure that social media content is consistent with the company’s brand and messaging.
  • Monitor social media activity and provide regular updates to management.
Performance Indicators:
  • Effectiveness in coordinating with internal departments and vendors.
  • Accuracy and timeliness of MIS reports and payments.
  • Efficiency in managing travel arrangements and visa applications.
  • Quality and professionalism of communication on behalf of management.
  • Successful management of website updates and social media activities.
  • Accountability in following up on project deadlines with HODs.
Skills & Competencies Required:
  • Strong organizational and multitasking abilities.
  • Excellent communication and interpersonal skills.
  • Proficiency in office management software (e.g., MS Office, ERP systems).
  • Attention to detail and problem-solving capabilities.
  • Ability to manage multiple projects and follow up on deliverables.
  • Experience in coordinating with external vendors and agencies.




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