Job Description

Office Coordinator (Projects & Client Operations)

Role purpose

Ensure smooth execution across development projects by systematically capturing progress, enforcing timelines, and handling client?side follow?ups for payments, leads, and data inputs needed to unblock delivery.

Key responsibilities

Developer updates and tracking

Run daily check?ins or async updates to capture task status, blockers, and next?day plans from each developer.

Update and maintain task boards (e.g., Kanban/sprints), reflecting actual status, ETA, and dependencies.

Escalate blockers with context and proposed next steps to the project owner within agreed SLAs.

Consolidate a weekly progress report: completed items, in?progress, risks, scope changes, and timeline variances.

Timeline adherence and governance

Maintain the master project plan with milestones, sprint goals, and due dates; flag slippages early with impact notes.

Coordinate standups, sprint planning/reviews, and stakeholder syncs; circulate minutes with action items and owners.

Track acceptance criteria and UAT windows; ensure readiness (test data, environments, sign?off owners).

Client follow?ups: payments and receivables

Share invoice schedule, send reminders pre? and post?due date, and log commitments; prepare weekly AR aging to management.

Coordinate with finance on invoice issuance, credit notes (if any), and payment confirmation; update records promptly.

Maintain a clear communication trail for escalations and payment plans; schedule follow?ups until closure.

Client follow?ups: leads and data acquisition

Collect required inputs from clients: datasets, credentials, creatives/copy, approvals, and policy/requirement documents.

Maintain a "Data/Input Register" with owner, due date, status, and impact if delayed; escalate when inputs block delivery.

Track incoming leads from campaigns/forms/WhatsApp; ensure CRM updates, deduplication, and routing to owners.

Communication and documentation

Prepare status dashboards and summaries for internal leadership and clients; keep versioned documentation organized.

Standardize templates: daily update form, MoM, risk log, change request log, input register, AR tracker, and stakeholder map.

Process hygiene and tools

Enforce usage of agreed tools (task tracker, CRM/Sheets, inbox labels) and keep them accurate and current.

Suggest incremental process improvements to reduce delays and improve visibility.

Key results/KPIs

On?time delivery: % milestones delivered on/ before due date; average delay days if any.

Update discipline: % developers submitting daily updates; % tasks with current status/ETA.

Risk management: mean time to escalate blockers; # issues detected pre?deadline vs post?deadline.

Receivables: DSO (days sales outstanding), % invoices collected within terms, aging buckets.

Data readiness: % client inputs received by due date; average days blocked due to missing inputs.

CRM hygiene: % new leads captured within 24 hours; % leads with complete required fields

0-2 years in coordination/project ops/account management; experience with software teams preferred.

Good communication, follow?through, and documentation; calm and persistent in collections/follow?ups.

Tooling fluency: spreadsheets/Google Workspace, MS word

Job Type: Full-time

Pay: ₹8,000.00 - ₹12,000.00 per month

Application Question(s):

Any experience as Office Coordinator ? Your current and expected ctc? Do you know MS office? Are you good in english ?
Language:

English (Preferred)
Work Location: In person