Executive (Project coordinator, Admin & Accounts)

1. Administrative Responsibilities

Office Support: Handle daily office operations such as managing front desk tasks, supplies, courier dispatch, and filing systems.

Facility Oversight: Assist in maintaining office infrastructure, organizing maintenance schedules, and managing vendor visits.

Document Management: Maintain and update company records, licenses, agreements, and employee files in physical and digital formats.

Procurement Assistance: Support the procurement process by collecting quotations, preparing purchase orders, and maintaining stock records of office and site materials.

Vendor Coordination: Communicate with suppliers and service providers for order follow-up, service delivery, and issue resolution.

Logistics Support: Assist in travel arrangements, accommodation booking, and transportation logistics for staff and project team members.

2. Accounts Responsibilities

Basic Bookkeeping: Record day-to-day transactions including data entry in Tally or accounting software.

Invoice Processing: Assist in preparing and verifying bills, vendor invoices, and payment vouchers.

Petty Cash Handling: Maintain petty cash register, perform regular reconciliation, and ensure proper documentation.

Banking Tasks: Prepare cheques, deposit slips, and assist in maintaining bank reconciliations.

Tax & Compliance Assistance: Support in preparing TDS, GST documentation and coordinating with consultants for returns.

Expense Reporting: Collect, verify, and file expense claims and reports from staff or project sites.

3. Project Coordination Responsibilities

Project Documentation: Maintain proper filing of project-related documents like work orders, invoices, delivery notes, and site progress reports.

Site Coordination: Act as a communication link between the office and site teams for materials dispatch, attendance, equipment status, etc.

Task Tracking: Update simple task trackers or Excel sheets to monitor timelines, material movement, and project progress.

Vendor & Contractor Support: Follow up with vendors and subcontractors for timely deliveries, payment documents, and service reports.

Meeting Support: Help schedule project meetings, prepare meeting minutes, and circulate action item summaries.

Report Preparation: Assist in preparing and submitting daily/weekly reports on project status, expenditure, or logistics.



Job Requirement:

Ø Diploma / Bachelor’s degree in Business Administration, Accounting, Finance, or a related field.

Ø 2–5 years of experience in a similar role.

Ø Hands-on experience in project coordination, office administration, and basic accounting.

Ø Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).

Ø Knowledge of accounting software (e.g., QuickBooks, Tally, SAP).

Ø Understanding of invoicing, bookkeeping, and reconciliation.

Ø Basic knowledge of project lifecycle and document control.

Ø Calendar management, travel arrangements, and meeting coordination.

Ø Drafting letters, emails, and handling office correspondence.

Ø Maintaining files and records efficiently.

Ø Assist in planning and tracking project deliverables.

Ø Liaise between departments, vendors, and clients.

Ø Prepare project reports and maintain timelines.

Ø Strong organizational and time-management skills.

Ø Excellent communication (written and verbal).

Ø Ability to multi-task and work under pressure.