Office Coordinator

2 days ago


Park Street Kolkata West Bengal, India UPTALENT Full time

**Office Coordinator (Projects & Client Operations)**

**Role purpose**

Ensure smooth execution across development projects by systematically capturing progress, enforcing timelines, and handling client‑side follow‑ups for payments, leads, and data inputs needed to unblock delivery.

**Key responsibilities**

Developer updates and tracking

Run daily check‑ins or async updates to capture task status, blockers, and next‑day plans from each developer.

Update and maintain task boards (e.g., Kanban/sprints), reflecting actual status, ETA, and dependencies.

Escalate blockers with context and proposed next steps to the project owner within agreed SLAs.

Consolidate a weekly progress report: completed items, in‑progress, risks, scope changes, and timeline variances.

Timeline adherence and governance

Maintain the master project plan with milestones, sprint goals, and due dates; flag slippages early with impact notes.

Coordinate standups, sprint planning/reviews, and stakeholder syncs; circulate minutes with action items and owners.

Track acceptance criteria and UAT windows; ensure readiness (test data, environments, sign‑off owners).

Client follow‑ups: payments and receivables

Share invoice schedule, send reminders pre‑ and post‑due date, and log commitments; prepare weekly AR aging to management.

Coordinate with finance on invoice issuance, credit notes (if any), and payment confirmation; update records promptly.

Maintain a clear communication trail for escalations and payment plans; schedule follow‑ups until closure.

Client follow‑ups: leads and data acquisition

Collect required inputs from clients: datasets, credentials, creatives/copy, approvals, and policy/requirement documents.

Maintain a “Data/Input Register” with owner, due date, status, and impact if delayed; escalate when inputs block delivery.

Track incoming leads from campaigns/forms/WhatsApp; ensure CRM updates, deduplication, and routing to owners.

Communication and documentation

Prepare status dashboards and summaries for internal leadership and clients; keep versioned documentation organized.

Standardize templates: daily update form, MoM, risk log, change request log, input register, AR tracker, and stakeholder map.

Process hygiene and tools

Enforce usage of agreed tools (task tracker, CRM/Sheets, inbox labels) and keep them accurate and current.

Suggest incremental process improvements to reduce delays and improve visibility.

Key results/KPIs

On‑time delivery: % milestones delivered on/ before due date; average delay days if any.

Update discipline: % developers submitting daily updates; % tasks with current status/ETA.

Risk management: mean time to escalate blockers; # issues detected pre‑deadline vs post‑deadline.

Receivables: DSO (days sales outstanding), % invoices collected within terms, aging buckets.

Data readiness: % client inputs received by due date; average days blocked due to missing inputs.

CRM hygiene: % new leads captured within 24 hours; % leads with complete required fields

0-2 years in coordination/project ops/account management; experience with software teams preferred.

Good communication, follow‑through, and documentation; calm and persistent in collections/follow‑ups.

Tooling fluency: spreadsheets/Google Workspace, MS word

Pay: ₹8,000.00 - ₹12,000.00 per month

Application Question(s):

- Any experience as Office Coordinator ?
- Your current and expected ctc?
- Do you know MS office?
- Are you good in english ?

**Language**:

- English (preferred)

Work Location: In person



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