Admin Lead – Operations & Coordination

Key Responsibilities

1. Daily Operations Coordination

* Maintain daily task trackers

* Coordinate between departments

* Ensure pending work is followed up and closed

* Monitor operational bottlenecks

2. Reporting & MIS

* Prepare daily reports for management

* Maintain live Google Sheets trackers

* Update shipment, production, payment, and approval statuses

* Create structured data systems for operational visibility

3. Follow-up & Execution Management

* Follow up with: * vendors* factories* logistics teams* internal staff * support department * Ensure commitments are met on time * Escalate delays immediately

4. Documentation & File Control

* Organize digital documents systematically * Maintain version-controlled files* Ensure easy retrieval of operational documents* Coordinate approvals and document movement

5. Meeting & Communication Management

* Schedule meetings* Maintain MOMs (Minutes of Meeting)* Track action points* Ensure accountability after discussions

6. Productivity & Systems Improvement

* Improve workflows using Google tool* Build trackers and monitoring systems* Reduce dependency on manual follow-ups* Introduce structured reporting formats

7. Management Support

* Assist management in operational monitoring* Prioritize urgent tasks* Maintain confidentiality

* Ensure smoother execution bandwidth for leadership

The candidate must combine:

* Administrative control * Team coordination * Process discipline

* Leadership capability * Strong command over Google Workspace tools * Ability to handle pressure and multiple stakeholders

The person should function as an execution backbone for management.

Core Objective of the Role

To ensure:* smooth daily operations,* timely task completion,* disciplined communication,* accurate reporting,

* and operational accountability across the organization.

This role directly impacts:

* shipment timelines,* vendor coordination,* documentation flow,* management productivity,* and internal operational efficiency.

Mandatory Skills & Competencies

Technical Skills

* Google Sheets (formulas, filters, trackers, conditional formatting, basic dashboards, shared sheets, live reporting)

* Google Docs

* Google Drive organization

* Gmail management

* Google Calendar scheduling

* Google Meet coordination

* WhatsApp Business communication etiquette

* Basic Excel proficiency

* File management and digital documentation systems

Leadership Expectations

* Take ownership instead of waiting for instructions

* Be capable of pushing teams for updates

* Ensure deadlines are followed

* Escalate delays proactively

* Coordinate with factories, staff, logistics teams, and management

* Handle pressure situations calmly

* Maintain operational discipline

* Follow up relentlessly until closure