Founder’s Office & Business Operations Coordinator

Job Description:

• Manage and maintain the Founder’s daily calendar and appointments.
• Schedule internal and external meetings with clients, consultants and team members.
• Coordinate meeting timings, agendas and required documents.
• Remind the Founder about important meetings, commitments and follow-ups.
• Help prioritize and track important activities of the Founder.
• Coordinate travel arrangements and other business-related requirements when required.

• Prepare proposals, quotations and commercial documents based on inputs provided by the Founder/technical team.
• Coordinate with engineers to collect technical and commercial information required for proposals.
• Format and finalize proposals professionally.
• Send proposals and quotations to clients and maintain a proposal tracker.
• Follow up with clients regarding submitted proposals and quotations.
• Track proposal status – Submitted / Under Discussion / Negotiation / Won / Lost.
• Maintain organized records of all proposals and commercial correspondence.

• Prepare sales/service invoices based on approved billing instructions.
• Maintain an invoice tracker and monitor outstanding invoices.
• Coordinate with clients for invoice submission and payment follow-ups.
• Maintain basic records of company expenses.
• Record and organize bills, receipts and supporting documents.
• Coordinate with the external CA for accounting, GST, TDS and other financial documentation.
• Provide required information and documents to the CA on a timely basis.
• Maintain basic cash-flow/payment trackers as required.

• Maintain attendance records for approximately 12 employees.
• Coordinate leave applications and employee attendance-related matters.
• Maintain basic employee information and HR records.
• Coordinate joining formalities and documentation for new employees.
• Coordinate with employees regarding HR policies, documents and requirements.
• Follow up with the external HR agency for salary, HR documentation and compliance-related activities.
• Coordinate internal communication regarding holidays, attendance, meetings, training and other HR activities.
• Maintain confidentiality of employee and company information.

• Prepare Minutes of Meeting (MOM) and circulate them to relevant team members.
• Maintain action-point trackers and follow up with responsible persons.
• Coordinate between Founder and engineering/project teams.
• Follow up on pending proposals, documents, payments and client communications.
• Draft routine emails, letters and business communications.
• Maintain client/vendor contact databases.
• Organize company documents and records.
• Support preparation of management reports and presentations.
• Assist the Founder in day-to-day operational and administrative activities.
• Take ownership of assigned tasks and ensure timely closure.

• Highly organized and systematic
• Excellent in verbal and written English communication
• Good at follow-ups and coordination
• Proactive rather than waiting for instructions
• Comfortable communicating with senior management, clients and employees
• Good at preparing professional documents and presentations
• Strong attention to detail
• Able to maintain confidentiality
• Good at multitasking and handling changing priorities
• Comfortable working in a startup environment
• Capable of independently tracking pending activities and deadlines

• MS Excel / Google Sheets
• MS Word / Google Docs
• PowerPoint / Google Slides
• Email communication
• Basic accounting/invoicing knowledge
• Basic understanding of attendance and HR processes

• Experience with Tally / Zoho Books / other accounting software
• Experience with CRM or project management software
• Experience in a consulting, engineering, pharmaceutical or professional-services organization

• Graduate in B.Com / BBA / MBA / BA / any relevant discipline
• Candidates with good administrative, coordination and communication skills from other educational backgrounds may also be considered.

• Executive Assistant / Personal Assistant
• Founder’s Office
• Business Operations
• Office Administration
• Sales Coordination
• Project Coordination
• Accounts & Administration
• HR & Administration

1. Founder’s calendar and meeting management
2. Timely preparation and submission of proposals
3. Proposal follow-up and tracking
4. Timely preparation and submission of invoices
5. Accuracy of basic financial/expense records
6. Attendance and HR coordination
7. Timely preparation and circulation of MOM
8. Closure of assigned follow-up/action points
9. Quality and timeliness of communication
10. Overall support provided to the Founder and management

• Direct exposure to the Founder and senior management
• Opportunity to work across business operations, consulting, finance, HR and client management
• High learning opportunity in a growing engineering consulting company
• Opportunity to take increasing responsibility as the company grows
• Professional and entrepreneurial work environment
• Performance-based growth opportunities