Office Coordinator cum Executive Assistant - Married Female

Dear Candidate

Office Coordinator

Role Summary:

Office Coordinator

While this role does not directly participate in sales, operations, or finance decisions, it is critical for ensuring organizational execution, communication alignment, and follow-through on key initiatives.

Key Responsibilities

1. Communication & Email Management

• Monitor and manage shared office and MD-related communication channels (e.g., Gmail, Outlook).

• Draft, review, and send communications on behalf of the MD and office administration.

• Maintain a high standard of written communication and confidentiality.

• Set up and maintain internal communication protocols for smooth information flow.

2. Call Coordination

• Answer and redirect incoming calls professionally.

• Act as the point of contact for internal and external queries.

• Triage and prioritize communications, escalating only critical issues to the MD.

3. Task Delegation & Follow-up

• Coordinate daily tasks and projects delegated by the MD and leadership team.

• Use structured follow-up processes to ensure deadlines are met.

• Maintain a daily task and delegation tracker to monitor progress.

• Act as the central point for tracking status and updates across departments.

4. Office & Personal Administration

• Oversee logistics related to travel, calendar scheduling, office supplies, and facility management.

• Manage vendors, service providers, and administrative errands.

5. Team Coordination & Culture Building

• Serve as the liaison between leadership and departmental teams.

• Build rapport and ensure alignment between departments on communication and timelines.

• Encourage a culture of accountability, responsiveness, and transparency.

• Address any bottlenecks or communication gaps discreetly and professionally.

6. Research & Information Management

• Conduct research assignments as requested by leadership.

• Summarize findings clearly and concisely for decision-making purposes.

• Maintain a repository of research documents for future reference.

7. Field Work & Runner Oversight

• Manage and assign fieldwork or errands to the office runner or support staff.

• Ensure timely completion and reporting of on-ground tasks.

• Maintain a checklist/log of all physical deliverables and actions completed.

Skills & Attributes Required

• High integrity and discretion in handling sensitive information

• Excellent verbal and written communication

• Assertive and respectful communicator

• Organized and detail-oriented; strong documentation habits

• Proactive mindset anticipates needs and addresses issues early

• Strong task management and follow-up discipline

• Tech-savvy – comfortable with Google Workspace, Microsoft Office, task tools

• Commitment to excellence and long-term team success

Phase

Timeframe

Tasks Handed Over

Phase 1

Day 1–15

Start with calendar oversight, basic call handling, personal task support, and understanding organizational workflow

Phase 2

Day 15–30

Begin managing internal email communication, task delegation, research assignments, and coordinating field staff

Phase 3

Day 30–45

Take full ownership of office communication, project tracking, and team coordination

Phase 4

Day 45–60

Independently manage MD’s schedule/logistics, ensure smooth inter-departmental communication, and lead office coordination fully

Performance Measures

• Timely execution and follow-up of delegated tasks

• Improved efficiency and workload management for MD and office

• Professional and effective communication across teams

• Internal team satisfaction and responsiveness

• Accuracy and organization of documentation and trackers

Key Deliverables

• Task & Delegation Tracker

• Research Reports/Summaries

• Calendar & Scheduling Overview

• Communication Log

PACKAGE 50KIf Interested kindly share your resume with your update details t.globalzonehr@gmail.comCurrent CtcExpected Ctcnotice period