Office Coordinator Job Vacancies in Maharashtra

Key ResponsibilitiesAdministrative & Facility OperationsOffice Workflow Management: Oversee daily office operations, ensure adherence to administrative policies, and maintain a well-organized workspace.Vendor & Facility Management: Coordinate with facility maintenance vendors (housekeeping, security, IT hardware, electrical, and stationery suppliers) for upkeep and repairs.Asset & Inventory Tracking: Maintain an up-to-date inventory log of office supplies, IT equipment, furniture, and pantry stocks, placing reorders as needed.Communication & Inter-Departmental CoordinationCentral Point of Contact: Manage incoming office correspondence, route calls through the EPABX system, and direct visitors or courier packages appropriately.Departmental Liaison: Act as a smooth operational bridge between HR, Accounts, Sales, and Management teams to facilitate internal requests and document flow.Meeting & Event Coordination: Schedule meeting rooms, arrange conference facilities, prepare agendas, and coordinate hospitality for corporate visitors and board meetings.Documentation & Data ManagementRecord Keeping: Maintain physical and digital filing systems for administrative agreements, bills, vendor invoices, and compliance documents.Reports & Logs: Prepare daily attendance summaries, visitor registers, and administrative expense logs using MS Excel / Google Sheets.

Job OverviewWe are seeking an organized, problem-solving professional to join our Support & Operations team. This role requires managing back-end administrative documentation while supporting live, on-site presentation deployments.Key ResponsibilitiesProject Documentation: Organize, update, and systematically maintain comprehensive architectural and real estate project documentation.On-Site Presentation Support: Assist the corporate team during on-site presentation setups, managing operational requirements on the ground.Problem Solving: Use critical thinking skills to quickly resolve day-to-day administrative bottlenecks.Required Skills & QualificationsIndustry Domain: 2 to 3 years of prior experience specifically within the Architectural or Real Estate field.Software Mastery: Strong hands-on experience using MS Office (Advanced Excel and PowerPoint).Language Proficiency: Absolute fluency in English & Marathi (Written, Reading, and Spoken).

Key Responsibilities Perform accurate data entry and maintain operational records. Process client documentation and ensure completeness of KYC and account-opening documents. Verify and maintain client records in the back-office system. Coordinate with branches, dealers, and internal teams for operational support. Prepare and maintain daily operational reports. Handle document filing, scanning and record management. Assist in trade-related documentation and reconciliation. Ensure compliance with company policies and SEBI/Exchange guidelines. Resolve operational queries from internal teams. Maintain confidentiality of client information and company data. Support administrative and other back-office activities as assigned. Required Skills Good knowledge of MS Excel, Word and Outlook. Strong attention to detail and accuracy. Good analytical and organizational skills. Effective verbal and written communication. Ability to work under deadlines. Team player with a positive attitude. Basic knowledge of stock broking, capital markets or financial services will be an added

We are seeking a dedicated and organized Personal Secretary to provide essential support in our Mumbai office. This full-time role requires a proactive individual with a strong desire to assist in daily operations.Key Responsibilities:- Scheduling Appointments: Manage the calendar by organizing meetings and appointments efficiently, ensuring that time is used effectively.- Communication Management: Handle incoming calls, emails, and correspondence with professionalism, ensuring timely responses and follow-ups.- Document Preparation: Create, edit, and manage documents and reports, maintaining clarity and attention to detail to support the team.- Record Keeping: Maintain organized files and documentation, ensuring easy access to information when needed.- Travel Coordination: Assist in arranging travel plans, including booking flights and accommodation, making sure all logistics are in place.Required Skills and Expectations:Candidates should have a minimum educational qualification of 12th pass and should ideally have 0 to 6 years of relevant experience. Strong organizational skills are crucial, as is the ability to prioritize tasks efficiently. Candidates must demonstrate proficiency in communication, both verbal and written, with a professional demeanor. Attention to detail and the ability to handle multiple tasks at once are essential. The position is exclusively open to female candidates who are committed to working from the office in a collaborative environment.

We are seeking a Back Office Coordinator to join our team in Santacruz East, Mumbai. This role involves supporting the smooth operations of our office while ensuring that administrative tasks are handled efficiently.nnKey Responsibilities:nn1. Administrative Support: Assist with various office tasks such as managing correspondence, organizing files, and maintaining records to ensure efficient workflow.n n2. Data Entry and Management: Input and update information in our databases, ensuring accuracy and confidentiality. Regularly check for data discrepancies and resolve them promptly.n n3. Coordination: Liaise with other departments and team members to facilitate communication and collaboration on projects, enhancing overall productivity.n n4. Customer Service: Provide timely assistance to queries from clients or team members, ensuring they receive the support they need.nnRequired Skills and Expectations:nnThe ideal candidate must have 1 to 3 years of experience in a similar role. A graduate degree is required. Strong organizational skills and attention to detail are essential, as you will be handling important information. Proficiency in basic computer applications is necessary, and good communication skills are important for effective teamwork and customer interaction. You should be able to work independently and manage your time effectively in a full-time office setting. A proactive attitude and problem-solving abilities will be beneficial in this role, helping to address challenges as they arise.

We are seeking a dedicated Back Office Executive to join our team in Makhmalabad Road, Nashik. This full-time position welcomes candidates with 0 to 6 years of experience and requires a graduate level of education.Key Responsibilities:1. Data Management: You will handle and maintain accurate records of various data entries, ensuring information is organized and accessible.2. Documentation: You will prepare and process necessary documents, ensuring they are complete and stored correctly for future reference.3. Communication: You will assist in communication within the team and with other departments, demonstrating clear and professional correspondence.4. Administrative Support: Your role will involve providing administrative support to the management, including scheduling meetings and maintaining office supplies.5. Reporting: You will generate and analyze reports based on data collected, contributing to decision-making processes within the organization.Required Skills and Expectations:Candidates should possess strong organizational skills and attention to detail. Proficiency in basic computer applications is essential, as well as the ability to learn new software quickly. Effective communication skills, both verbal and written, are necessary for successful collaboration. We expect a positive attitude, adaptability, and a willingness to work diligently in a team-oriented environment. Being proactive in identifying and solving problems will be highly valued in this role.

We are looking for a Human Resource Intern to join our team in Mumbai. This is a full-time remote position ideal for fresh graduates eager to gain hands-on HR experience. nnAs a Human Resource Intern, you will support various HR functions while learning about recruitment, employee engagement, and organizational development. nnKey Responsibilities:nn1. Assist in Recruitment: Help with posting job openings, screening resumes, and scheduling interviews to ensure a smooth hiring process.n n2. Support Employee Onboarding: Aid in onboarding new employees by preparing necessary documentation and conducting orientation sessions to familiarize them with company policies.nn3. Maintain Employee Records: Organize and update employee files and databases to ensure accurate and accessible personnel information.nn4. Participate in HR Projects: Collaborate with the HR team on various projects aimed at improving workplace culture and employee satisfaction.nn5. Research HR Best Practices: Conduct research on HR trends and practices to propose new ideas and improve existing processes.nnRequired Skills and Expectations: nnWe expect candidates to have strong communication and interpersonal skills, enabling effective collaboration with team members. Detail-oriented individuals will excel in organizing information. A basic understanding of HR principles or practices is beneficial. Fresh graduates who are proactive and eager to learn will thrive in this position.

We are seeking a Back Office Executive to join our team in Nashik. This role is suitable for both freshers and those with up to 3 years of experience. The ideal candidate will be responsible for various administrative tasks while working in a supportive environment.Key responsibilities include managing documentation, maintaining records, and handling computer-based tasks. You will also assist in coordinating internal communications to ensure smooth operations. Daily duties will involve checking emails, data entry, and providing general support to the front office as needed.Candidates should possess strong computer skills and proficiency in English to communicate effectively. Attention to detail and the ability to work under minimal supervision will be crucial for success in this position. This role requires working from our office on Sharanpur Road, with duties scheduled from 10 AM to 6 PM, Monday through Saturday, providing Sunday off. There will be a one-month internship period to familiarize yourself with the role, during which a stipend will be provided. We are looking for motivated individuals who are eager to learn and grow within the organization. If you are ready to embark on a fulfilling career as a Back Office Executive, we encourage you to apply.

Handle day-to-day office coordination and administrative activities Coordinate between customers, sales, design, production & installation teams Receive customer enquiries and ensure timely follow-up Prepare quotations, work orders, invoices and other documents Maintain customer records, order details and daily reports Track the status of ongoing jobs and ensure timely completion Coordinate with vendors, suppliers and installation teams when required Communicate with customers through phone calls and WhatsApp Maintain office files, documents and records systematically Follow up on pending payments and customer requirements Assist management with daily operational and administrative tasks Ensure smooth workflow between different departments

We are looking for a motivated and talented female candidate to join our team as a PS based in Andheri East. This is a full-time position suitable for freshers who are eager to learn and grow in a dynamic environment. The role requires you to work from the office.Key Responsibilities:- Administrative Support: Provide general administrative assistance to the team, helping to ensure smooth day-to-day operations.- Communication: Act as a point of contact for internal and external communication, ensuring messages are relayed promptly and accurately.- Scheduling Meetings: Organize and manage appointments and meetings, ensuring that all participants are informed and prepared.- Documentation: Assist in the preparation and management of important documents to maintain proper records and compliance.Required Skills and Expectations:- Freshers are welcome; no prior work experience is necessary, but eagerness to learn is essential.- Strong communication skills are important to effectively convey information and collaborate with team members.- Proficiency in basic office software is expected to assist with various administrative tasks.- Ability to work independently while also being a team player, ensuring a positive work environment.Candidates should be organized, detail-oriented, and proactive in tackling tasks. This is a great opportunity for individuals looking to start their career in a supportive and engaging workplace.

As an Office Admin based in Andheri East, your primary role will involve managing various administrative tasks to support the organization's operations effectively. You will be responsible for student coordination, which entails organizing and communicating with students regarding their needs and activities.Key Responsibilities:- Manage student coordination: Facilitate interactions and manage information flow to ensure student requirements are met efficiently.- Prepare welcome kits: Assemble and distribute welcome kits to new students, ensuring they have all necessary materials.- Oversee petty cash: Maintain and track petty cash transactions to support daily operational expenses.- Handle vendor AMCs: Manage contracts and relationships with vendors to ensure service continuity.- Maintain asset trackers: Keep meticulous records of company assets to support inventory management.- Ensure classroom readiness: Prepare classrooms for activities and events, ensuring all necessary materials are available.- Plan team events: Organize team events, such as alumni meets and employee birthday celebrations, to foster workplace camaraderie.Required Skills and Expectations:- Strong communication skills in English: Fluency in English is essential for effective interaction with students and vendors.- Organizational skills: The ability to manage multiple tasks and stay organized is crucial for successful administration.- Proactive approach: You should demonstrate an initiative to take on responsibilities and resolve issues as they arise.- Basic knowledge of administrative processes: Familiarity with standard office procedures will be beneficial.This is a full-time position requiring you to work from the office in Andheri East. The role is suitable for candidates with 0 to 1 year of experience, making it a great opportunity for recent graduates seeking to start their careers in office administration.

We are looking for a dedicated Sales Coordinator to join our team in Mumbai. This full-time position is ideal for individuals with 0 to 6 years of experience and requires a background in B.B.A or B.Com. As a Sales Coordinator, you will play a vital role in supporting the sales team and ensuring smooth operations.Key Responsibilities:- Assist Sales Team: Provide administrative support to sales executives by managing schedules, coordinating meetings, and preparing sales documents to ensure efficiency.- Customer Communication: Communicate with clients via email and phone to address inquiries, share product information, and provide updates on sales orders.- Sales Reporting: Prepare and maintain accurate sales reports and records to track performance and support strategic decision-making.- Order Management: Process sales orders and coordinate with inventory and shipping teams to ensure timely delivery of products to customers.- Database Management: Maintain and update customer databases to ensure all information is current and accessible to the sales team.Required Skills and Expectations:- Strong organizational skills with the ability to manage multiple tasks and deadlines efficiently.- Excellent verbal and written communication skills for effective interaction with clients and team members.- Proficiency in MS Office, especially Excel, for data analysis and reporting.- Attention to detail to ensure accuracy in documentation and order processing.- A proactive attitude and willingness to learn, making you a valuable team player. If you are passionate about sales and eager to support a dynamic team, we invite you to apply.

We are seeking a dedicated Back Office Incharge to manage the administrative operations of our office located in Masjid Bunder. The ideal candidate should have 3 to 6 years of relevant experience and should be a female with at least a 12th-grade education.Key Responsibilities:- Oversee Daily Operations: Manage and streamline all back-office activities to ensure that all procedures run smoothly and efficiently.- Data Management: Maintain accurate records, databases, and electronic files, ensuring all information is updated and accessible.- Team Coordination: Supervise and motivate a team of support staff, facilitating communication and ensuring tasks are completed on time.- Report Generation: Prepare regular reports related to business operations, providing insights and suggestions for improvement to management.- Inventory Management: Monitor stock levels and manage inventory, ensuring necessary supplies are available while minimizing excess.- Customer Support Coordination: Work with the customer service team to resolve issues promptly and improve overall customer satisfaction.Required Skills and Expectations:Candidates should have excellent organizational and multitasking skills, enabling them to handle multiple tasks efficiently. Strong communication skills are essential for coordinating with team members and other departments. Proficiency in basic computer applications, including Microsoft Office, is necessary for data handling and report preparation. The candidate must be detail-oriented, with a problem-solving mindset, and able to work well under pressure in a fast-paced environment. A proactive attitude and a willingness to learn are important for success in this position.

We are looking for a motivated Office Admin to support our daily office operations in Pune, India. The ideal candidate will be a recent graduate with 0 to 2 years of experience, eager to contribute to a dynamic work environment.Key Responsibilities:- **Administrative Support**: Assist with day-to-day administrative tasks by managing schedules, organizing meetings, and maintaining office supplies to ensure smooth operations.- **Communication Management**: Handle incoming calls, emails, and visitors with professionalism. Communicate effectively with team members and clients to facilitate a positive work environment.- **Documentation and Record Keeping**: Maintain and organize important company documents and records. Ensure that all files are up to date and easily accessible for the team.- **Office Coordination**: Help coordinate office activities and events, fostering team collaboration and morale. Assist with onboarding new employees by preparing their workstations.- **Health and Safety Compliance**: Ensure the office complies with health and safety regulations. Report any maintenance issues to management and support a clean and safe work environment.Required Skills and Expectations:Candidates must possess strong organizational skills and attention to detail. Good communication skills, both written and verbal, are essential. The ability to work independently and as part of a team is crucial. Proficiency in basic computer applications is expected. A positive attitude and willingness to learn are important qualities for success in this role.

Open the office on time and ensure the office is ready for daily operations.Close and secure the office at the end of the working day.Maintain daily cleanliness and tidiness of the office, including work areas, meeting areas, pantry, and common spaces.Make and serve tea/coffee to office staff and visitors as required.Receive, manage, and serve the manager

Key ResponsibilitiesPharma Tender OperationsTender Identification & Tracking: Regularly monitor online government portals (e.g., GeM, e-Procurement), hospital portals, and institutional notices for relevant pharmaceutical bids, institutional supply tenders, and rate contracts.Document Preparation & Bidding: Prepare complete tender documentation, including technical bids, commercial offers, Earnest Money Deposit (EMD) requests, Bank Guarantees, and compliance certificates (e.g., WHO-GMP, COPP, Mfg License, Price Schedules).Vendor & Regulatory Liaison: Coordinate with internal quality assurance, regulatory affairs, and manufacturing teams to collect valid drug test reports, stability data, and batch manufacturing records required for tender submissions.Submission & Tracking: Submit online and physical bids strictly within published deadlines; attend online/offline tender openings and track technical/financial evaluation outcomes.Contract & Order Execution: Track awarded rate contracts, coordinate with logistics for timely supply order fulfillment to government hospitals/institutions, and follow up on outstanding tender payments and EMD refunds.Office Coordination & AdministrationFront Office & Communication: Manage incoming office phone calls, official emails, postal correspondence, and courier dispatch/receipt.Documentation & Archiving: Maintain systematic physical and digital filing systems for company licenses, drug certificates, vendor agreements, and completed tender archives.Cross-Departmental Support: Assist sales, accounts, and dispatch teams with generating sales invoices, purchase requisitions, dispatch slips, and routine data entry in ERP/Excel systems.Inventory & Office Upkeep: Monitor office inventory (stationery, computer accessories, pantry supplies), order replenishment stock, and coordinate vendor/facility maintenance services.

Key Responsibilities & DutiesCommercial Documentation & Quotation Management:Draft, review, and issue formal price quotations, proforma invoices, and commercial proposals based on sales inputs and pricing guidelines.Receive, verify, and log official Purchase Orders (POs) from clients, ensuring terms, quantities, tax structures (GST), and pricing match agreed proposals.Order Processing & Inter-Departmental Coordination:Punch and process sales orders into the internal system (Tally Prime / SAP / ERP / CRM).Coordinate daily with production, dispatch, warehouse, and logistics teams to track order status and ensure timely delivery.Follow up on client payment terms, outstanding receivables, and dispatch documentation (E-Way bills, tax invoices, delivery challans) in coordination with the accounts team.Client Relationship & Support:Serve as the primary point of contact for client queries regarding order status, stock availability, dispatch tracking numbers, and product spec sheets.Resolve customer complaints or delivery delays by liaising with internal department heads.Sales Reporting & Database Maintenance:Maintain up-to-date customer databases, sales pipeline logs, and order execution registers.Prepare daily, weekly, and monthly sales performance reports, lead conversion summaries, and pending dispatch trackers for management review.