Viman Nagar Pune Maharashtra Office coordinator Jobs – 139 Open Jobs Today

Administrative Coordinator
Qualys —Pune, Maharashtra
- Full-time
- Microsoft Powerpoint
- Microsoft Word
- Microsoft Excel
- Work from home
Sales Coordinator (Back office)
Auto Steel and Rubber Industries —Pune, Maharashtra
Marketing Coordinator I
Walter P Moore —Pune, Maharashtra
- Urgently hiring
- Marketing
- Data analysis skills
- Microsoft Office
Talent Acquisition Coordinator
Veradigm —Pune, Maharashtra
- Full-time
- Microsoft Office
- Administrative experience
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Service Coordinator
Nihva Technologies Pvt Ltd —Pimpri, Pune, Maharashtra
- ₹2,50,000 - ₹3,50,000 a year
- Full-time
- English
- Microsoft Office
- Electrical experience
- Health insurance
- Cell phone reimbursement
Quick apply
22h
Opening For AMC Coordinator
Shri Management Services —Pune, Maharashtra
- ₹3,00,000 - ₹3,50,000 a year
- Computer skills
Project Controller
iASYS —Pune, Maharashtra
- Full-time
- Microsoft Excel
- B.Sc
- Bachelor's degree
HR Recruiter freshers
Center of Excellence for Professional Development (COEPD) —Kothrud, Pune, Maharashtra
- ₹10,193.16 - ₹25,000.00 a month
- Full-time
- Microsoft Powerpoint
- Microsoft Word
- Microsoft Excel
Quick apply
Process Coordinator - National Team - Pune
Turner & Townsend —Pune, Maharashtra
- Full-time
- English
- Project management
- Presentation skills
Quick apply
Receptionist
Akshara —Pune District, Maharashtra
- Customer service
- English
- Microsoft Office
12d
Senior Analyst, Global Real Estate Services
Mastercard —Pune, Maharashtra
- Full-time
- Microsoft Powerpoint
- Microsoft Word
- Microsoft Office
Ops Sup Analyst 1 - C09 - PUNE
Citi —Pune, Maharashtra
- Full-time
- Microsoft Powerpoint
- Microsoft Word
- Microsoft Excel
14d
Executive Assistant to Co-founder
Finsmart Accounting —Pune, Maharashtra
- Full-time
- English
- Microsoft Office
- Communication skills
11d
Product Operations Coordinator – Fintech (2–5 Years Experience)
IBN —Pune, Maharashtra
- Microsoft Excel
- Finance
- Master's degree
Engineering / Procurement Coordinator
Tata consulting engineers —Pune, Maharashtra
- Engineering
- Project management
- Bachelor's degree
Execution & Client Coordinator
GET SOCIAL —Pimpri, Pune, Maharashtra
- ₹15,000 - ₹25,000 a month
- Email
- Project management
- In-person
- Communication skills
Quick apply
Project Assistant - Level III - Quality
Cummins Inc. —Pune, Maharashtra
- Administrative experience
- 12th Pass
- Project management
8d
Preschool Coordinator for SNEH Community Preschools
SNEH Foundation —Pimpri, Pune, Maharashtra
- ₹20,000 - ₹25,000 a month
- Full-time
- Microsoft Powerpoint
- Microsoft Word
- Public speaking
Quick apply
Personal Assistant
scar banquet —Chinchwad, Pune, Maharashtra
- ₹10,669.97 - ₹19,704.14 a month
- Full-time
- English
- Microsoft Office
- Organisational skills
- Paid sick time
Quick apply
10d
Sales Coordinator
MINITEK SYSTEMS INDIA PVT LTD —Pune, Maharashtra
- Microsoft Powerpoint
- Microsoft Word
- Microsoft Excel
Quick apply

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Administrative Coordinator

Qualys -
Pune, Maharashtra

Apply Now

Job details

Full-time

Benefits

Work from home

Qualifications

Jira
Microsoft Powerpoint
Microsoft Word
Microsoft Excel
Microsoft Outlook
SAP
English
Administrative experience
Bachelor's degree
AI
Communication skills
Personal assistant experience
Travel planning

Full job description

Come work at a place where innovation and teamwork come together to support the most exciting missions in the world!

Position Overview

Job Title

Administrative Coordinator

Department

Facilities

Location

Qualys India Pvt. Ltd., Pune, Maharashtra

Work Model

Hybrid – 3 days in office (Pune), 2 days Work from Home

Shift

Night Shift aligned to Pacific Time (approx. 9:30 PM – 6:30 AM IST)

Working Days

Monday to Friday

Reporting To

Sr.Director-Facilities, Mobility & sustainability

Number of Openings

2-3

Experience

3–5 years

Employment Type

Full-Time, Direct Hire

Job Description

We are looking for a high-output, execution-focused Administrative Coordinator to provide seamless operational support to Qualys’s Executive team based in Foster City, California. This role is built for speed, scale, and coverage — someone who can independently own the full administrative stack for multiple senior leaders across time zones.

Based in our Pune office on a hybrid model and fully aligned to Pacific Time, you will be the operational backbone that keeps the executive team moving. The right candidate is someone who acts before being asked, resolves before things escalate, and treats every calendar conflict, travel disruption, or pending follow-up as a problem to be closed — fast.

What You Own

This role has clear, non-negotiable ownership across seven areas. You are expected to execute with speed and accuracy across all of them, at scale, simultaneously:

1. Calendar Logistics

Own end-to-end calendar management for multiple executives across Pacific and India Standard Time zones
Proactively resolve scheduling conflicts, protect executive focus time, and enforce meeting hygiene (agendas, right attendees, right duration)
Coordinate recurring leadership syncs, 1:1s, and ad hoc priority meetings with zero dropped balls
Set up and manage video conferencing via Zoom and Microsoft Teams for all executive meetings

2. Travel Booking & Disruption Management

Book all domestic and international travel end-to-end: flights, hotels, ground transport, and visa coordination
Build detailed, real-time travel itineraries with contingency planning built in
Own disruption response — when flights change, hotels fall through, or schedules shift, solve it without escalating
Maintain awareness of executive travel status during active trips and proactively flag or resolve issues

3. Inbox Triage (Non-Sensitive)

Monitor and triage executive inboxes for non-sensitive communications, flagging priority items and routing the rest
Draft and send routine responses, acknowledgements, and follow-up emails on behalf of executives
Maintain inbox zero discipline — nothing sits unactioned beyond agreed SLAs
Escalate only what genuinely requires executive attention; everything else gets handled

4. Expense Reporting

Collect, code, and submit expense reports for executives on a weekly cadence using Concur or SAP Concur
Ensure 100% compliance with Qualys travel and expense policy; flag exceptions proactively
Reconcile corporate card statements and follow up on missing receipts or approvals without reminders
Maintain a running tracker of submitted, pending, and approved reports for each executive

5. Document Preparation

Prepare, format, and finalize executive documents including presentations, briefing notes, talking points, and internal memos
Own version control and distribution of key documents across stakeholders
Compile data, reports, and background materials ahead of meetings so executives walk in prepared
Maintain a clean, organized repository of recurring documents, templates, and executive reference materials

6. Follow-Ups & Action Item Closure

Track all open action items from executive meetings and ensure timely closure by owners
Send proactive follow-up reminders to internal and external stakeholders on behalf of executives
Maintain a live action log across active workstreams; nothing falls through the cracks
Report weekly on the status of outstanding items to the executive or operations lead

7. Executive Business Reviews (EBR)

Coordinate end-to-end logistics for quarterly and ad hoc Executive Business Reviews, including scheduling, invites, agenda prep, and room/VC setup
Consolidate pre-read materials and distribute to participants ahead of schedule
Capture meeting notes, decisions, and action items during EBRs; distribute within 24 hours of meeting close
Partner with the EBC (Executive Briefing Center) team in Foster City on customer-facing review logistics where applicable

Qualifications

3–5 years of experience as an Executive Assistant, Personal Assistant, or Senior Administrative professional
Prior experience supporting Director-level and above executives, preferably in a US-headquartered technology or SaaS company
Demonstrated experience working on US time zones (PST/PDT) or in a night-shift MNC environment strongly preferred
Exposure to a GCC (Global Capability Centre), BPO, or shared services environment is a strong advantage
Bachelor’s degree in any discipline; additional certifications in office management or executive administration are a plus

Skills & Competencies

Technical

Proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) or Google Workspace
Experience with travel and expense platforms such as Concur or SAP Concur
Familiarity with project or task management tools (Asana, Jira, Monday.com, or Notion) is a plus
Comfort with video conferencing platforms including Zoom and Microsoft Teams
Ability to leverage AI in day to day tasks and improve productivity.

Behavioral

Execution-first mindset: you close tasks, not just start them. Comfortable owning multiple workstreams simultaneously at pace by efficient prioritization.
Able to operate with urgency while maintaining accuracy across calendar, travel, documents, and follow-ups
Exceptional written and verbal communication in English; able to draft polished, professional correspondence independently and at volume
High integrity and discretion when handling confidential executive information — aligned with Qualys’s core commitment to integrity
Proactive, self-driven, and fully autonomous during night shift hours
Strong cross-cultural fluency and confidence engaging with US-based executives, stakeholders, and external partners
Calm under pressure, especially during travel disruptions, EBR crunch periods, and competing priority situations
Coverage-oriented: understands that gaps in coverage have real impact and takes personal accountability for continuity

Apply Now

Refine Your Search

office coordinator jobs in viman nagar pune maharashtra

Administrative Coordinator

Sales Coordinator (Back office)

Marketing Coordinator I

Talent Acquisition Coordinator

Service Coordinator

Opening For AMC Coordinator

Project Controller

HR Recruiter freshers

Process Coordinator - National Team - Pune

Receptionist

Senior Analyst, Global Real Estate Services

Ops Sup Analyst 1 - C09 - PUNE

Executive Assistant to Co-founder

Product Operations Coordinator – Fintech (2–5 Years Experience)

Engineering / Procurement Coordinator

Execution & Client Coordinator

Project Assistant - Level III - Quality

Preschool Coordinator for SNEH Community Preschools

Personal Assistant

Sales Coordinator

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