Job Title: Office Coordinator
Department: Administration / Operations
Location: Chalakudi
Reporting To: Managing Director / General Manager / HR Manager
Job Summary
The Office Coordinator is responsible for ensuring the smooth day-to-day operations of the office by coordinating activities across all departments, maintaining administrative processes, and supporting management. This role acts as the central point of communication between Design, Estimation, Sales, Accounts, HR, Site Operations, and Management to ensure timely completion of tasks and efficient workflow.
Key Responsibilities1. Department Coordination
- Coordinate daily activities among all office departments.
- Follow up on pending tasks and ensure deadlines are met.
- Maintain daily work status reports from each department.
- Report work progress and delays to management.
2. Design & Estimation Coordination
- Track architectural drawings, 3D designs, and revisions.
- Coordinate between designers, estimators, and clients.
- Ensure design approvals are received before execution.
- Maintain project documentation.
3. Sales Coordination
- Coordinate with the sales team regarding new enquiries.
- Schedule client meetings and design presentations.
- Maintain enquiry and project status reports.
- Follow up on pending quotations and approvals.
4. Project Coordination
- Coordinate between office and site engineers.
- Track project schedules and work progress.
- Ensure required drawings and documents reach site teams.
- Follow up on project updates and completion status.
5. Administrative Responsibilities
- Manage office files and confidential records.
- Maintain inward and outward correspondence.
- Monitor office supplies and coordinate procurement.
- Schedule meetings and prepare meeting minutes.
- Handle courier and document dispatch.
6. HR & Employee Coordination
- Coordinate interview schedules.
- Maintain employee attendance records.
- Assist in onboarding and documentation.
- Coordinate employee communication and announcements.
7. Accounts Coordination
- Coordinate invoice submissions and approvals.
- Follow up on vendor documents.
- Assist in maintaining project-related documentation.
8. Client Coordination
- Respond to customer enquiries professionally.
- Schedule appointments and site visits.
- Coordinate with clients regarding drawings, approvals, and project updates.
- Ensure timely communication between clients and concerned departments.
9. Reporting
- Prepare Daily Office Progress Reports.
- Weekly Department Coordination Report.
- Pending Task Tracker.
- Monthly Performance Summary.
- Meeting Minutes and Action Tracker.
Required Skills
- Excellent communication skills (English & Malayalam).
- Strong coordination and follow-up abilities.
- Excellent organizational and multitasking skills.
- Leadership and problem-solving ability.
- Professional email writing skills.
- Time management and attention to detail.
- Ability to work under pressure and meet deadlines.
Technical Skills
- MS Office (Excel, Word, PowerPoint)
- Google Workspace
- Email communication
- Basic knowledge of AutoCAD drawings (preferred)
- Document Management Systems (preferred)
Qualification
- Bachelor's Degree in Business Administration, Commerce, Management, or a related field.
- 2–5 years of experience in Office Administration, Office Coordination, or Operations.
- Experience in Architecture, Interior Design, Construction, or Real Estate will be an added advantage.
Key Performance Indicators (KPIs)
- Timely completion of inter-departmental tasks.
- Project coordination efficiency.
- Accuracy of reports and documentation.
- Meeting schedule adherence.
- Client response time.
- Office administration efficiency.
- Management satisfaction with coordination and follow-up.
Pay: ₹15,000.00 - ₹20,000.00 per month
Benefits:
- Flexible schedule
- Paid time off
- Provident Fund
Work Location: In person
