Job Description of Operations, HR & Administration Coordinator
Reporting To: Head of OperationsDepartment: OperationsEmployment Type: Full-Time
About the Role
We are seeking a highly organized, resourceful, and execution-focused Operations, HR & Administration Coordinator to serve as the central operational hub of the organization. This individual will act as the primary support partner to the Head of Operations, ensuring smooth coordination across all business functions, including healthcare operations, human resources, administration, business development support, vendor management, compliance, and executive coordination.
This role is ideal for someone who thrives in a fast-paced startup environment, enjoys solving problems, managing multiple priorities simultaneously, and driving operational excellence. The successful candidate will become a key point of contact for employees, consultants, clinicians, laboratory partners, vendors, and external stakeholders while ensuring that organizational processes are executed efficiently and consistently.
The position requires exceptional attention to detail, strong interpersonal skills, discretion in handling confidential information, and the ability to independently manage tasks with minimal supervision.
Key ResponsibilitiesExecutive & Operations Support
- Act as the primary operational support to the Head of Operations.
- Manage and prioritize operational tasks, projects, and follow-ups across departments.
- Coordinate cross-functional initiatives and ensure timely execution of action items.
- Prepare meeting agendas, document minutes, and track deliverables.
- Maintain organizational trackers, dashboards, and reporting systems.
- Monitor organizational priorities and proactively identify operational bottlenecks.
- Assist leadership with strategic initiatives and special projects.
- Ensure accountability by following up with internal teams on deadlines and deliverables.
Human Resources & Talent AcquisitionRecruitment & Hiring
- Coordinate end-to-end recruitment processes.
- Draft and post job advertisements across multiple hiring platforms.
- Source and screen candidates for operational, scientific, clinical, and administrative roles.
- Schedule interviews and coordinate communication between candidates and hiring managers.
- Maintain recruitment pipelines and applicant databases.
- Support offer letter generation and onboarding activities.
Employee Lifecycle Management
- Coordinate onboarding and offboarding processes.
- Maintain employee records and personnel files.
- Support probation reviews, performance evaluations, and employee engagement initiatives.
- Assist in implementation and communication of HR policies.
- Coordinate employee documentation, contracts, and compliance requirements.
- Track attendance, leave management, and employee documentation.
Culture & Employee Engagement
- Assist in creating a positive workplace culture.
- Organize team meetings, employee engagement activities, and company events.
- Serve as a point of contact for employee queries and administrative support.
CRM & Business Operations ManagementHubSpot Administration
- Manage and maintain HubSpot CRM records.
- Ensure accuracy of contact, company, deal, and activity data.
- Create and maintain sales pipelines and workflows.
- Track business development activities and follow-ups.
- Generate reports and dashboards for management review.
- Support automation of business processes within HubSpot.
Business Development Coordination
- Coordinate meetings with prospective clients, partners, investors, and collaborators.
- Track partnership discussions and follow-up actions.
- Maintain databases of leads, stakeholders, vendors, and collaborators.
- Support proposal preparation and documentation activities.
Clinical & Healthcare Operations Support
- Coordinate scheduling and operational logistics for clinics and consultations.
- Manage appointment calendars for clinicians and healthcare professionals.
- Assist with patient workflow coordination where required.
- Support maintenance of operational records and documentation.
- Coordinate communication between clinicians, laboratories, and support teams.
- Ensure operational documentation is complete and maintained accurately.
- Assist with healthcare compliance and quality assurance activities.
Vendor, Laboratory & Partner Management
- Serve as a liaison between the organization and external service providers.
- Coordinate with laboratory partners regarding pending reports and deliverables.
- Monitor turnaround times and service quality.
- Track contracts, renewals, invoices, and vendor documentation.
- Escalate operational delays and service issues appropriately.
- Maintain organized records of vendor agreements and communications.
Administration & Office Management
- Oversee day-to-day administrative operations.
- Manage company records, policies, agreements, and organizational documentation.
- Coordinate procurement of office supplies, software subscriptions, and operational resources.
- Maintain digital filing systems and document repositories.
- Support travel planning, accommodation bookings, and logistics arrangements.
- Ensure operational processes are documented and consistently followed.
Compliance & Documentation
- Maintain confidential records and sensitive organizational information.
- Support compliance with applicable regulatory and organizational requirements.
- Manage document repositories and ensure version control.
- Coordinate collection and organization of legal, financial, HR, and operational documents.
- Support audits, due diligence activities, and reporting requirements.
- Maintain accurate records of approvals, contracts, and operational policies.
Grants, Projects & Strategic Initiatives
- Support grant application and reporting processes.
- Coordinate documentation required for grants, partnerships, and funding initiatives.
- Track project milestones and deadlines.
- Maintain project trackers and status reports.
- Assist leadership in executing strategic initiatives across departments.
Reporting & Analytics
- Prepare weekly and monthly operational reports.
- Maintain organizational dashboards and KPI trackers.
- Monitor recruitment metrics, operational performance indicators, and project progress.
- Generate leadership reports and management summaries.
- Identify trends, risks, and opportunities for process improvement.
Required Qualifications
- Bachelor's degree in Business Administration, Human Resources, Operations Management, Healthcare Administration, Management, or a related field.
- 2–6 years of experience in operations, HR, administration, executive assistance, project coordination, or similar roles.
- Experience working in healthcare, life sciences, biotechnology, diagnostics, startups, consulting, or professional services environments is preferred.
- Demonstrated ability to manage multiple priorities in a fast-paced environment.
Required Skills & CompetenciesOperations & Project Management
- Operational planning and execution
- Task and project coordination
- Process development and improvement
- Documentation management
- Stakeholder coordination
- Risk identification and escalation
Human Resources
- Recruitment coordination
- Interview scheduling
- Onboarding and employee management
- HR documentation and record keeping
- Employee engagement support
- HR policy administration
Technology & Systems
- HubSpot CRM
- Google Workspace
- Microsoft Office Suite
- Excel and reporting tools
- Project management platforms (Asana, ClickUp, Trello, Monday.com, Notion, etc.)
- Calendar management systems
- Basic automation and workflow tools
Communication & Leadership
- Professional written communication
- Stakeholder management
- Meeting coordination
- Conflict resolution
- Relationship management
- Executive-level communication
Administrative Excellence
- Strong attention to detail
- High degree of organization
- Time management
- Confidentiality and discretion
- Multitasking ability
- Follow-through and accountability
Preferred Attributes
- Startup mindset with willingness to take ownership.
- Strong problem-solving and decision-making skills.
- Ability to work independently with minimal supervision.
- Comfortable managing ambiguity and rapidly changing priorities.
- Highly dependable and execution-oriented.
- Demonstrates initiative and proactive thinking.
- Strong sense of accountability and professionalism.
Success Metrics
The successful candidate will:
- Ensure seamless day-to-day operational execution.
- Maintain accurate and up-to-date organizational records.
- Deliver efficient hiring and onboarding processes.
- Keep leadership informed through structured reporting and dashboards.
- Improve operational efficiency through process optimization.
- Act as a trusted coordination partner to the Head of Operations.
- Contribute to a highly organized, compliant, and scalable operational environment.
Pay: ₹30,000.00 - ₹40,000.00 per month
Work Location: In person
