Administrative Backoffice Coordinator

1 week ago

Jaipur, Rajasthan, India G.Sial corporation Full time US$ 40,000 - US$ 80,000 per year

We are seeking an
organized, proactive, and detail-oriented Administrative backoffice Coordinator
to efficiently manage daily operations and support cross-department coordination. The ideal candidate will be hands-on, quick to learn, and able to work closely with leadership to ensure smooth functioning across the office.

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

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