
Administrative Backoffice Coordinator
2 weeks ago
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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