Job Description

Only Female

Position Title: Office Coordinator - MD Office

Department: Managing Director's Office

Reporting To: Managing Director (MD) and Director Finance

Location: Head Office, Chandigarh

Role Overview

The Office Coordinator MD Office will act as the central coordination point between the Managing Director's office, Finance, Accounts, Sales, and external stakeholders. The role requires exceptional organizational ability, strong English communication skills, professional etiquette, and the ability to manage high level interactions with international clients, government authorities, and port officials.

This position is ideal for a detail-oriented professional who can handle confidential matters, prepare executive documentation, and ensure seamless day-to-day operations of the MD's office.

Key Responsibilities

Executive Coordination

Serve as the primary coordination link between the MD's office and internal departments including Finance, Accounts, Operations, and Sales. Manage communication flow, follow-ups, and task tracking on behalf of the MD. Ensure timely execution of directives and reporting from various departments.

Meetings & Documentation

Prepare meeting agendas, briefing notes, and presentations for internal and external meetings. Attend meetings, record Minutes of Meeting (MoM), circulate action points, and ensure closure. Draft professional correspondence, reports, proposals, and executive summaries.

Client & Stakeholder Management

Communicate with international clients for import/export matters with clear, professional drafting. Coordinate meetings and appointments with key clients, partners, port authorities, customs officials, and regulatory bodies in India, the Middle East, and Europe. Maintain professional communication standards reflecting the MD's office.

Travel, Appointments & Logistics

Manage hotel bookings, travel itineraries, visas, and logistics for the MD and visiting delegations. Schedule appointments with government officials, port authorities, trade bodies, and institutional partners. Ensure seamless coordination for domestic and international travel.

Reporting & Data Management

Prepare periodic management reports, sales coordination updates, financial summaries (as required). Maintain confidential records, contracts, client information, and compliance documents. Track deadlines, follow-ups, and key deliverables across departments.

Confidentiality, Legal Compliance & Ethical Conduct

The selected candidate must sign a Confidentiality and Non-Disclosure Agreement (NDA) as a mandatory condition of employment. The NDA shall be governed and enforced in accordance with: The Bharatiya Nyaya Sanhita (BNS), 2023 (criminal liability for breach of trust, misappropriation, data misuse, and related offences), The Indian Contract Act, 1872 (contractual enforceability), and Applicable Stamp Acts / Stamping Laws as per the Chandigarh State jurisdiction Any unauthorized disclosure, misuse of confidential information, data, trade secrets, client records, or internal communications shall attract strict civil and criminal consequences under applicable Indian law. The role requires the highest standards of integrity, discretion, and ethical conduct, particularly when dealing with international clients, government officials, port authorities, and regulatory bodies.

Key Skills & Competencies

Excellent command of English (spoken and written) with strong drafting and professional correspondence skills. High-level organizational, coordination, and multitasking abilities. Professional communication with international clients, government departments, and senior executives. Strong proficiency in MS Office (Word, Excel, PowerPoint), email communication, scheduling tools. Discretion, confidentiality, and executive-level etiquette. Ability to work under pressure and manage multiple high-priority tasks.

Educational Qualification

Graduate / Post-Graduate Degree in Business Administration, Management, Commerce, or Hotel Management (preferred). Additional certification in Office Administration / Executive Assistance will be an advantage.

Experience

3-7 years of experience in an executive coordination, EA, office management, or corporate administration role. Prior exposure to international trade, import-export, logistics, ports, or government liaison is highly desirable.

Personal Attributes

Highly professional, presentable, and articulate. Proactive, detail-oriented, and dependable. Strong interpersonal skills with the ability to handle senior stakeholders with maturity and discretion.

Why This Role Matters

This position is critical to the efficiency and effectiveness of the MD's office. The Office Coordinator ensures that communication, scheduling, reporting, and strategic coordination operate smoothly--supporting leadership, enabling faster decision-making, and maintaining the company's professional standing across India and international markets.

Job Type: Full-time

Pay: ?25,000.00 - ?50,000.00 per month

Work Location: In person