Operations & Administration Executive

Job Overview

Were 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, wed 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• Bachelors 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.

• 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.

Skills: communication,project,ownership,operations,client servicing,administration,management,documentation,business support