Office Coordinator

Location: Surat, India

Company: AMExemplar Services (Overseas Recruitment Firm)

Department: Operations / Recruitment Support

Reporting To: Operations Manager / Director

Job SummaryThe Office Coordinator will be responsible for handling day-to-day office operations, coordinating with candidates, clients, and internal teams, and ensuring smooth processing of overseas recruitment documentation, medicals, visas, and mobilization activities.

• Key Responsibilities1. Office AdministrationManage daily office operations and administrative tasks.
• Maintain candidate records, files, and documentation (physical and digital).
• Handle incoming and outgoing emails, courier, and official correspondence.
• Coordinate with internal teams for smooth workflow.
• Recruitment CoordinationCoordinate with candidates for document collection (passport, photos, certificates, etc.).
• Schedule interviews (online and offline) between candidates and clients.
• Maintain recruitment trackers and update candidate status regularly.
• Follow up with candidates regarding interview results, selection, and joining.
• Visa and Documentation SupportAssist in visa processing and documentation submission.
• Coordinate GAMCA medical appointments and track medical status.
• Maintain visa, medical, and mobilization trackers.
• Ensure all documents are complete before submission to clients.
• Client CoordinationCommunicate with overseas clients regarding candidate updates.
• Share CVs, documents, and reports as required.
• Acknowledge client emails and maintain proper communication records.
• Mobilization SupportCoordinate travel arrangements (tickets, travel details, etc.).
• Inform candidates about travel schedules and requirements.
• Maintain mobilization reports and travel trackers.

• Required Skills and QualificationsBachelor’s degree in any field.
• 1–3 years experience in recruitment, office coordination, or administration (overseas recruitment experience preferred).
• Good communication skills in English (spoken and written).
• Proficiency in MS Office (Excel, Word, Email).
• Strong organizational and coordination skills.
• Ability to handle multiple tasks and meet deadlines.
• Preferred SkillsExperience in overseas recruitment or manpower consultancy.
• Knowledge of visa processing, GAMCA medical, and mobilization process.
• Experience coordinating with Gulf / Middle East clients.