Operations & Administration Executive

Job Overview:

We're looking for a sharp, proactive, highly organized, and execution-driven Business Operations Executive who can ensure the smooth functioning of day-to-day business operations while supporting client coordination, internal teams, business development activities, and administrative processes.

The ideal candidate should be responsible, accountable, detail-oriented, and possess excellentcommunication and follow-up skills. You will be expected to take ownership of operationalcoordination, meeting management, documentation, reporting, vendor coordination, and cross-functional communication to ensure projects and business activities run efficiently.

If you enjoy organizing processes, coordinating people, solving operational challenges, and
working in a fast-paced creative agency, we'd love to meet you.

Key Responsibilities:
Operations & Coordination:
● Coordinate day-to-day operational activities across departments.
● Ensure smooth communication between internal teams, clients, vendors, and external
stakeholders.
● Track project timelines and ensure tasks are completed within deadlines.
● Follow up with teams to ensure timely execution of deliverables.
● Create and maintain operational trackers and monitor project progress.
● Identify operational bottlenecks and recommend process improvements.

Client Coordination & Business Support:
● Research and support the business development team by maintaining lead trackers,
proposals, quotations, and client documentation.
● Coordinate client onboarding and ensure all required documents are completed.
● Build and maintain strong professional relationships with clients and partners.
● Ensure seamless communication between clients and internal teams throughout project
execution.
● Assist in preparing presentations, proposals, quotations, and pitch documents.

Meeting Management & Follow-ups:
● Schedule, coordinate, and manage internal and client meetings.
● Prepare meeting agendas, record meeting minutes, and share action items.
● Take ownership of follow-ups before and after meetings to ensure timely communication
and execution.
● Coordinate with stakeholders to ensure discussions are translated into actionable
outcomes.

Administration & Documentation:
● Maintain accurate operational records, updates, project trackers, and documentation.
● Organize contracts, invoices, quotations, and important business documents.
● Ensure all operational files and reports are updated regularly.
● Support office administration and maintain internal operational processes.

Vendor & Retail Coordination:
● Coordinate with vendors, suppliers, and external partners whenever required.
● Assist with retail and brand coordination activities for clients.
● Support product launches, marketing initiatives, and brand activations wherever
necessary.
● Ensure timely communication and coordination with all external stakeholders.
Market Research & Reporting:
● Conduct market research and competitor analysis to identify business opportunities.
● Prepare weekly and monthly operational reports, project updates, and performance
summaries.
● Share insights that contribute to improving operational efficiency and business processes.

Ownership & Accountability:
● Take complete ownership of assigned operational responsibilities and projects.

● Demonstrate accountability by ensuring every task and follow-up is completed on time.
● Ensure commitments made internally and externally are communicated and executed
effectively.
● Maintain a high standard of organization, professionalism, and responsiveness.
Qualifications:
● Bachelor's degree in Business Administration, Management, Marketing, Commerce,
Communications, or a related field.
● 6 months–2 years of experience in Operations, Business Coordination, Administration,
Client Servicing, Business Support, or Project Coordination.
● Freshers with excellent communication skills, strong organizational abilities, and a
willingness to learn are also encouraged to apply.
● Prior experience in a marketing, branding, advertising, retail, or creative agency will be an added advantage.

Skills Required:
● Excellent verbal and written communication skills.
● Strong organizational and coordination abilities.
● Excellent follow-up and relationship management skills.
● Strong documentation and reporting skills.
● Ability to multitask and manage multiple priorities simultaneously.
● Proficiency in Microsoft Office, Google Workspace, CRM software, and project
   management or sales tracking tools.
● Strong analytical and problem-solving mindset.
● Self-motivated, proactive, and detail-oriented.
● High level of responsibility, ownership, and accountability.
● Ability to work collaboratively in a fast-paced agency environment.