Office Coordinator

JOB DESCRIPTION

Operations & Client Coordination Executive

Location: Mumbai

Experience: 1–3 Years

Employment Type: Full-Time

Job Summary

We are looking for an organized and responsible Operations & Client Coordination Executive to manage day-to-day coordination between clients, labour teams, and project sites. The role will involve client follow-ups, labour allocation, site coordination, payment tracking, material and equipment checks, customer feedback, and basic digital marketing activities.

The ideal candidate should be comfortable handling multiple tasks, coordinating with different people, and ensuring that daily operations are completed smoothly and on time.

Key Responsibilities

1. Client & Payment Coordination

Maintain updated records of clients, projects, and payment status.

Follow up with clients regarding pending payments.

Keep management informed about outstanding payments and client communication.

Maintain proper records of important client interactions and follow-ups.

2. Labour & Site Coordination

Assign labour teams to different sites based on project requirements.

Communicate daily site assignments and work requirements to the labour team.

Track daily labour movement and attendance.

Coordinate with site teams to ensure smooth execution of work.

Report any delays, absenteeism, or site-related issues to management.

3. Material, Machine & Tool Management

After completion of work, ensure all leftover materials are returned.

Check that machines, tools, and equipment are brought back from the site.

Verify that machines and tools are in working condition.

Report any missing, damaged, or non-working equipment to management.

Maintain basic records of material and equipment movement.

4. Customer Feedback & Project Closure

Coordinate with clients after completion of work.

Take customer feedback regarding the quality of work and overall service.

Request and collect customer reviews where appropriate.

Identify and communicate any customer complaints or concerns to management.

Ensure all basic project closure activities are completed.

5. Digital Marketing Support

Share project updates and completed work through WhatsApp.

Assist with regular Instagram posts and updates.

Collect relevant project photographs/videos for social media use.

Coordinate with management for basic marketing content and updates.

Skills Required

Good communication and interpersonal skills.

Strong follow-up and coordination skills.

Good organizational and time-management abilities.

Basic knowledge of MS Excel/Google Sheets, WhatsApp, and Instagram.

Ability to coordinate with labour teams, clients, and site personnel.

Ability to manage multiple sites and responsibilities.

Responsible, proactive, and willing to take ownership of assigned tasks.

Good problem-solving and reporting skills.

Qualification & Experience

Graduate preferred.

1–3 years of experience in operations, site coordination, administration, customer coordination, construction, interior work, contracting, or a similar field.

Candidates with experience in labour coordination and site operations will be preferred.

Key Expectations

The selected candidate will be responsible for ensuring that labour, clients, payments, materials, equipment, and project follow-ups are properly coordinated. The person should be hands-on, dependable, and capable of working independently while keeping management updated on important matters.

The goal of the role is simple: keep the operations organized, keep clients informed, and make sure every project is properly followed through from start to completion.