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Office Coordinator

2 months 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.