Associate Operations Coordinator

Key Areas of Responsibilities

• Manage and monitor the Operations team’s monthly budget, ensuring expenditure is appropriately tracked and submitted to senior management for review and approval.
• Maintain and monitor inventory for the Pune Operations team, ensuring accurate records and appropriate coordination of requirements.
• Maintain accurate headcount records for the Operations team and support ongoing workforce tracking and reporting.
• Coordinate interview scheduling and recruitment activities for Operations roles, liaising with recruitment consultancies, hiring managers, and the HR team.
• Partner with the Administration and Facilities teams on day-to-day operational requirements, including desk movements, seating arrangements, team rosters, and other workplace-related activities.
• Coordinate Rewards & Recognition (R&R) initiatives for the Operations team, supporting employee recognition and engagement.
• Organize and coordinate charity and employee engagement events, working with relevant internal stakeholders.
• Manage and coordinate business travel arrangements for employees and visitors, including travel logistics and visitor schedules during their time in Pune.
• Coordinate with HR to arrange training sessions and development initiatives for the Operations team.
• Provide administrative and coordination support to the Head of Middle Office & Head of Pune Operations, including diary support, scheduling meetings, issuing meeting invitations, booking meeting rooms, and assisting with day-to-day requirements.

• Provide administrative and operational support to other teams as required, contributing to broader organizational objectives and the smooth running of business operations. 

Requirements

• Must have 5–8 years of relevant professional experience in an Associate, Business Management, Administration, Operations Coordination, Business Support, or Executive Assistant role.
• Excellent verbal and written communication skills, with the ability to interact confidently with employees, senior management, and internal and external stakeholders.
• Strong organizational and coordination skills, with the ability to manage multiple priorities and deadlines effectively. Good working knowledge of billing, invoice management, and Accounts Payable processes.
• Strong attention to detail, with a structured and process-oriented approach to completing tasks.
• Proficiency in Microsoft Word and Excel, including the ability to maintain trackers, reports, budgets, and administrative records.
• Strong planning and prioritization skills, with the ability to manage multiple activities simultaneously.
• Good problem-solving and investigative skills, with the ability to follow up on issues through resolution.
• Experience coordinating with multiple internal and external stakeholders, including HR, Administration, Facilities, vendors, and recruitment consultancies.
• Ability to work effectively with colleagues and stakeholders across different locations and cultures, including India, Hong Kong, and China.
• Self-motivated and proactive, with a willingness to take ownership, embrace new challenges, and continuously learn and develop.

• Flexible and team-oriented, with a willingness to support wider Operations and organizational requirements when needed.

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