Office Administrator /Operation Executive / 0-2 Years / Bangalore

Roles and Responsibilities

JOB DESCRIPTION PROCESS COORDINATOR

Our organization is a professional services firm providing Accounting, Taxation, Audit, Company Secretarial, Valuation, Virtual CFO, Business Advisory and Compliance services. Therefore, a Process Coordinator in our organization should not merely be an administrator but should act as the single point of coordination between clients, internal teams, management and compliance functions.

Department- Operations

Reporting To- Operations Manager / Director

Experience-2-5 Years

Qualification- Graduate (B.Com/BBA/BBM/MBA),

Knowledge of Accounting/Tax/Compliance is an added advantage.

Position Summary

The Process Coordinator is responsible for planning, coordinating, tracking and monitoring day-to-day operational activities across multiple service verticals including Accounting, Taxation, Company Secretarial, Payroll, Audit and Advisory assignments.

The role ensures timely execution of client deliverables, proper allocation of work, adherence to internal SOPs, maintenance of process documentation, MIS reporting and coordination among various internal teams and clients.

The Process Coordinator acts as the operational backbone of the organization and ensures smooth execution of all engagements.

Key Responsibilities

A. Operations Coordination

• Coordinate day-to-day work allocation across different teams.
• Track daily deliverables.
• Ensure work is completed within committed timelines.
• Monitor employee workload.
• Coordinate with Partners and Managers regarding project status.
• Prepare Daily Work Allocation Sheets.
• Prepare Weekly Status Reports.
• Maintain Operational Dashboard.
• Track pending assignments.
• Follow up with teams for completion.
• Escalate delays to management.

B. Client Coordination

• Coordinate with clients regarding
• Information requirements
• Pending documents
• Approvals
• Clarifications
• Deliverables
• Maintain communication tracker.
• Maintain client follow-up tracker.
• Schedule meetings.
• Prepare MOM (Minutes of Meeting).
• Track action items.
• Maintain Client Relationship Database.

C. Process Monitoring

• Ensure SOPs are followed.
• Review workflow compliance.
• Track process bottlenecks.
• Identify repetitive issues.
• Suggest process improvements.
• Develop new workflows wherever required.
• Maintain Process Manuals.
• Update SOPs.
• Maintain Checklists.

D. MIS Reporting

• Prepare
• Daily MIS
• Weekly MIS
• Monthly MIS
• Resource Utilization Reports
• Client Status Reports
• Project Status Reports
• Revenue Tracking Reports
• Pending Work Reports
• Ageing Reports
• Turnaround Time Reports
• Dashboard Reports

E. Documentation

• Maintain
• Project Files
• Client Documents
• Internal Checklists
• SOP Repository
• Templates
• Process Notes
• Engagement Tracker
• Document Control Register
• Knowledge Repository

F. Coordination Between Departments

• Coordinate between
• Accounts Team
• GST Team
• Income Tax Team
• ROC Team
• Audit Team
• Payroll Team
• HR Team
• Administration
• Partners
• Clients
• External Consultants

G. Resource Planning

• Allocate work.
• Track capacity.
• Monitor resource utilization.
• Prepare leave planner.
• Track employee productivity.
• Assist in manpower planning.
• Maintain backup matrix.

H. Compliance Monitoring

• Track due dates.
• Monitor statutory compliance.
• Ensure timely filings.
• Maintain Compliance Calendar.
• Track pending compliances.
• Coordinate escalations.

I. Quality Management

• Ensure internal review completion.
• Monitor checklist compliance.
• Review documentation completeness.
• Track client feedback.
• Coordinate corrective actions.
• Monitor SLA adherence.

Key Performance Indicators (KPIs)

• Work Completion %
• SLA Compliance %
• Client Satisfaction Score
• Pending Assignments
• Average Turnaround Time
• Process Compliance %
• Employee Utilization %
• Number of Escalations
• Documentation Accuracy
• Meeting Closure %
• MIS Accuracy
• Follow-up Effectiveness

Required Skills

• Excellent Communication
• Strong Coordination Skills
• Time Management
• Follow-up Skills
• Planning Ability
• Documentation Skills
• Problem Solving
• Decision Making
• MS Excel
• MIS Reporting
• Presentation Skills
• Multitasking
• Attention to Detail
• Conflict Resolution
• Leadership