Executive Assistant & Office Coordinator

📢 WE'RE HIRING – EXECUTIVE ASSISTANT & OFFICE COORDINATOR📍 Location: Sungam, Coimbatore💼 Employment: Full-time, Work from Office💰 Salary: ₹30,000 – ₹40,000 per month, depending on experience and suitabilityWe are looking for a highly organised, proactive and dependable Executive Assistant & Office Coordinator to work closely with the CEO and coordinate the day-to-day administrative functioning of our professional practice.This role would be suitable for someone who enjoys organising, coordinating, communicating and following through and can take ownership of responsibilities with minimal supervision.Key ResponsibilitiesExecutive AssistanceManage calendar, appointments and meetingsCoordinate calls, messages and follow-upsMaintain reminders and track important commitmentsCoordinate meetings and ensure required information/documents are availableMaintain task and follow-up trackersAssist with professional memberships, networking activities, events and travelCoordinate routine correspondence and documentationOffice CoordinationCoordinate day-to-day office administrationMaintain attendance, leave and basic employee recordsCoordinate recruitment interviews and employee onboardingCoordinate vendors, office supplies and maintenanceOrganise internal meetings and follow up on action pointsCoordinate documents, signatures, couriers and office recordsAssist in maintaining an organised and professional workplaceLead Follow-up & CoordinationFollow up on prospective client leads shared by the Marketing TeamMake initial calls and coordinate communication with prospective clientsUnderstand the basic nature of the prospective client's requirement and record relevant informationSchedule meetings or consultations with the appropriate professionalMaintain an organised lead and follow-up trackerEnsure timely and consistent follow-up on open leadsUpdate the Marketing Team and CEO on the status of leadsCoordinate meetings and follow-up actions arising from prospective client discussionsEnsure no genuine business lead is missed due to lack of follow-upPayment Follow-up & Receivables CoordinationMaintain an updated tracker of invoices and outstanding client paymentsFollow up with clients professionally for payments against outstanding invoicesSend payment reminders through calls, email and WhatsApp, as appropriateMaintain records of payment commitments and expected payment datesFollow up on promised payment dates and update the status accordinglyCoordinate with the internal accounts team regarding payments receivedIdentify long-pending receivables and escalate them to the CEOAssist in resolving routine invoice-related queries by coordinating with the appropriate team memberProvide periodic updates on outstanding receivables and collection statusEnsure consistent and professional follow-up while maintaining good client relationshipsWho Are We Looking For?We would prefer someone who:Has 2–5 years of experience in Executive Assistance, Administration, Office Coordination or a similar roleIs a graduate in B.Com / BBA / BA / B.Sc. or another suitable disciplineHas good written and spoken English and TamilIs comfortable using Microsoft Outlook, Word and ExcelHas strong organisational and follow-up skillsCommunicates professionally over telephone, email and WhatsAppIs comfortable interacting with clients, prospective clients and senior professionalsCan confidently and professionally follow up on leads and outstanding paymentsCan manage multiple priorities and deadlinesHas good attention to detailIs proactive and capable of working independentlyUnderstands the importance of confidentiality and discretionExperience in a CA firm, law firm, consulting firm or other professional-services organisation would be an advantage, but is not mandatory.What Matters Most to UsWe are not looking for someone who simply waits for instructions.We are looking for someone who can take ownership, anticipate what needs to be done, follow up consistently and make sure things don't fall through the cracks.The right candidate should gradually become a trusted coordination point for the CEO and the office.Growth OpportunityFor a strong performer, the role can progressively develop into:Executive Assistant & Office Coordinator → Senior Executive Assistant / Practice Coordinator → Administration Manager📩 Interested candidates may send their CV to: contact@makehayconsulting.comSubject: Application – Executive Assistant & Office CoordinatorPlease mention your current salary, expected salary, notice period and current location while applying.