Administration & Operations Executive

1 week ago

Erandwane Pune Maharashtra, India WDsoft Full time

**Job title**:Administration & Operations Executive

**Job Type**:
Full-time

**English (required)**

**Work Location**:
Erandwane Pune

**Key Responsibilities**:
**1. Administrative & Office Management**

- Oversee daily office operations, vendor coordination, and facilities management.
- Manage correspondence, scheduling, and meetings for team & management.
- Maintain both digital and physical filing systems for client and project data.
- Support onboarding processes of the new leads and assist HR with attendance and documentation.
- Manage office expenses, petty cash, related activities.

**2. Project Coordination & Team Support**

- Coordinate tasks between creative, media, and account management teams.
- Track project follow-up on timelines, deliverables, and team progress. Help prepare client

presentations, reports, and proposals.

- Track and update project status sheets and contact lists.
- Schedule and record internal meetings note and creative reviews.
- Prepare and distribute weekly status reports and follow-up updates.
- Liaise with production houses, printers, and other vendors for project support.

**3. Client & Campaign Support**

- Assist account managers in preparing proposals, client decks, and reports.
- Support campaign, follow-up of approval status such as scheduling meetings, creative approval, content

approval with the team & client.

- Ensure campaign documentation, contracts, and deliverables are organized and up to date.

**4. Financial Department Assistance**

- Process invoices, quotations, and purchase orders.
- Maintain vendor databases and assist with contract renewals.
- Support monthly financial reconciliation and expense tracking.

**5. Event & Internal Communications**

- Coordinate agency events, workshops, and client meetings.
- Support employee engagement and internal communications initiatives.

** Qualifications & Experience**:

- Bachelor’s degree in Business Administration, Marketing, Communications, or related field.
- 2-3 years of administrative experience in advertising, marketing, or media industries.
- Strong knowledge of MS Office, Google Workspace, and project management.
- Excellent communication, organizational, and multitasking skills.
- Ability to handle multiple priorities and maintain confidentiality.
- Advertising Agency Industry experience will be the first priority.

Key Competencies:

- Strong organizational and time management skills.
- Attention to detail and accuracy in documentation.
- Proactive approach with problem-solving abilities.
- Team-oriented with a positive and professional attitude.
- Adaptability to fast-paced creative environments.

** Performance Indicators (KPIs)**:

- Efficiency in administrative and operational processes.
- Quality and timeliness of support to teams and management.
- Accuracy in documentation, reporting, and financial assistance.
- Positive feedback from internal and external stakeholders.

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