Location: Delhi Hybrid
Company: Athena LMS
Working Days: Monday – Saturday
Employment Type: Full-Time
About the Role
Athena LMS is looking for a highly organized, detail-oriented, and proactive Administrative Coordinator / CRM & Operations Executive to support the day-to-day administrative and operational activities of a growing U.S.-based business.
This position is ideal for someone who enjoys creating structure, managing information, coordinating communications, and ensuring that important tasks and follow-ups do not fall through the cracks. The successful candidate will play a critical role in helping establish and maintain operational systems, communication workflows, CRM processes, scheduling functions, and administrative support activities.
Unlike organizations with fully mature systems, this role requires someone who is comfortable building processes from the ground up, organizing scattered information, and helping create efficient workflows.
Key Responsibilities
CRM Management & Administration
Assist in building, organizing, and maintaining HubSpot CRM.
Enter, update, and manage records for contacts, companies, prospects, leads, vendors, partners, and business relationships.
Create, monitor, and manage follow-up tasks and reminders within HubSpot.
Ensure CRM records remain accurate, organized, and up to date.
Support the development of CRM processes and data management standards.
Communication & Follow-Up Coordination
Review RingCentral missed calls, voicemails, AI call summaries, and communication records.
Ensure important calls, messages, and communications are logged correctly.
Categorize communication activities and assign appropriate next actions.
Maintain follow-up trackers and open-loop task lists.
Monitor outstanding items and ensure timely completion.
Scheduling & Calendar Management
Schedule internal and external meetings.
Coordinate calendars and appointment confirmations.
Send meeting invitations and reminders.
Manage scheduling conflicts and follow-up communications.
Google Workspace Administration
Support daily operations using Gmail, Google Calendar, Google Drive, Google Docs, and Google Sheets.
Organize and maintain shared files, folders, and documentation.
Create and manage administrative trackers and reporting sheets.
Meeting Coordination
Prepare meeting agendas when required.
Record meeting notes and action items.
Prepare follow-up summaries and distribute action points.
Track completion of assigned tasks following meetings.
Administrative & Documentation Support
Organize internal documentation, templates, trackers, SOPs, and operational resources.
Maintain administrative records and filing systems.
Ensure business information is structured and accessible.
Website Coordination Support
Coordinate with the existing Athena web support team regarding website-related requests.
Track website updates, content revisions, forms, and pending actions.
Monitor website-related tasks and ensure follow-up completion.
Research & Data Collection
Conduct online research on restaurants, bars, hospitality groups, vendors, referral partners, and potential business relationships.
Build and maintain prospect databases and research lists.
Gather and organize information to support business development activities.
Marketing Administration Support
Assist with organizing prospect and outreach lists.
Maintain content idea repositories and marketing trackers.
Prepare draft content for internal review.
Coordinate website content updates and administrative marketing activities.
Reporting
Prepare weekly operational reports including:
New contacts and records added to CRM
Pending and completed follow-ups
Meetings scheduled and completed
Calls and messages reviewed
Website requests and outstanding items
Questions and decisions requiring management input
What This Role Is Not
This position is strictly an administrative and operational support role.
The selected candidate will not be responsible for:
Sales closing
Pricing discussions
Contract negotiations
Business consulting
Marketing strategy ownership
Public posting on behalf of the company
Making commitments on behalf of clients or management
Required Skills & Qualifications
Bachelor's degree in Business Administration, Commerce, Management, or a related field.
Excellent written and verbal English communication skills.
Strong organizational and multitasking abilities.
Exceptional attention to detail.
Ability to manage confidential information with discretion.
Comfortable working with U.S.-based business communication standards.
Proficiency in Google Workspace (Gmail, Docs, Sheets, Drive, Calendar).
Strong follow-up and task management skills.
Ability to work independently and create structure from incomplete information.
Familiarity with CRM systems and administrative workflows.
Preferred Qualifications
Previous experience using HubSpot CRM.
Experience working in administrative, operations, executive assistant, coordinator, or CRM support roles.
Experience with RingCentral or similar communication platforms.
Exposure to website coordination and basic marketing administration.
Experience supporting international or U.S.-based clients.
Ideal Candidate Profile
The ideal candidate is:
Highly organized and process-oriented
Reliable and accountable
Detail-focused and proactive
Strong in written business communication
Comfortable managing multiple priorities
Skilled at creating systems and workflows
Able to think critically and independently
Professional, discreet, and dependable
Why Join Athena LMS?
Athena LMS offers an opportunity to work in a growing, dynamic environment where your contribution directly impacts business operations. This role provides exposure to CRM management, operations, administration, business communication, marketing coordination, and process development while working with international clients and teams.
Pay: ₹25,000.00 - ₹30,000.00 per month
Work Location: In person
