Admin & Operations Coordinator
Location: Thane
Type: Full-Time | High Ownership
What this role really is
This is not a front desk or office assistant role.
You are the central coordination hub of the company, ensuring that day-to-day business operations run smoothly across the office, warehouse, vendors, employees, and founders. Your responsibility is to keep the business organized, proactive, and operationally efficient.
You will coordinate people, tasks, documents, meetings, travel, office administration, procurement, and follow-ups so that every team can focus on execution.
Your job is simple:
Ensure smooth business operations through exceptional coordination, administration, and execution.
Roles & Responsibilities
1. Office Administration
- Manage day-to-day office administration and facilities
- Maintain office infrastructure, equipment, and supplies
- Procure office stationery, pantry items, and operational requirements
- Coordinate housekeeping, security, internet, utilities, and maintenance vendors
- Ensure the office remains organized, functional, and professional
2. Operations Coordination
- Coordinate daily activities between:
- Founders
- Warehouse
- Operations Team
- Production Team
- Marketing Team
- Finance Team
- External vendors
- Track pending tasks and ensure timely completion
- Follow up on action items and deadlines
- Escalate delays or operational issues proactively
3. Calendar & Meeting Management
- Schedule meetings, interviews, and internal reviews
- Coordinate founder calendars and appointments
- Prepare meeting agendas, notes, and action items
- Track follow-ups and ensure decisions are executed
4. Vendor & Service Management
- Coordinate with:
- Courier partners
- Office vendors
- Facility service providers
- Internet and utility providers
- Equipment suppliers
- Maintain vendor records, contracts, and contact information
- Track renewals and service schedules
5. Procurement & Asset Management
- Purchase office and operational requirements
- Maintain records of company assets
- Track allocation and movement of laptops, phones, furniture, and equipment
- Coordinate repairs, replacements, and maintenance
6. Documentation & Record Management
- Maintain organized digital and physical records
- Manage:
- Agreements
- Vendor documents
- Employee documents
- Compliance records
- Licenses and certificates
- Ensure documents are updated, secure, and easily accessible
7. HR & Employee Coordination
- Coordinate interview scheduling and candidate communication
- Support employee onboarding and exit formalities
- Maintain employee attendance and leave records
- Coordinate ID cards, workstation setup, and office access
- Assist with employee engagement activities and office events
8. Travel & Logistics Coordination
- Arrange travel, accommodation, and local transport for founders and employees when required
- Coordinate shipments, couriers, and document deliveries
- Ensure smooth movement of important business materials
9. Inventory & Office Supplies
- Monitor office inventory levels
- Maintain stock of stationery, consumables, and pantry items
- Prevent shortages through timely procurement
- Control office expenses through efficient purchasing
10. Business Support
- Assist founders with administrative and operational tasks
- Coordinate across departments to improve workflow
- Support execution of company initiatives and special projects
- Help implement SOPs and operational improvements
11. Reporting & Coordination
- Maintain trackers for:
- Pending tasks
- Vendor follow-ups
- Office expenses
- Asset registers
- Meeting action items
- Administrative activities
- Prepare periodic reports for founders
12. Cross-Functional Collaboration
- Work closely with:
- Founders
- HR
- Finance
- Warehouse
- Operations
- Marketing
- Production
- External vendors
- Act as the coordination point to ensure smooth communication and timely execution across teams
Must-HavesNon-Negotiable
- Strong organizational and coordination skills
- Excellent verbal and written communication
- High attention to detail and follow-through
- Ability to multitask and prioritize effectively
- Proficiency in Microsoft Office, Google Workspace, and spreadsheets
- Comfortable using project management and collaboration tools
- High ownership, accountability, and problem-solving mindset
- Ability to work in a fast-paced startup environment
Preferred
- 2–5 years of experience in administration, operations, executive coordination, or office management
- Experience working in startups, ecommerce, retail, or manufacturing businesses
- Familiarity with ERP, HRMS, or task management software
Key Success Metrics
- Task Completion Rate
- On-Time Coordination of Cross-Functional Activities
- Meeting & Action Item Closure Rate
- Vendor Response & Resolution Time
- Office Operational Uptime
- Procurement Turnaround Time
- Documentation Accuracy
- Asset Management Accuracy
- Employee Support Satisfaction
- Administrative Cost Control
- Founder Productivity Improvement
Core Objective of the Role
Build a highly organized, efficient, and proactive administrative and operational backbone that enables every department to execute seamlessly, keeps business activities on schedule, and allows the founders to focus on strategic growth.
Job Type: Full-time
Pay: ₹25,000.00 - ₹40,000.00 per month
Work Location: In person
