Office Coordinator

1. . Office AdministrationHandle day-to-day office administrative activities and ensure the office functions smoothly.
2. Maintain physical and digital records, files, registers, documents, and correspondence.
3. Receive and attend telephone calls, enquiries, visitors, students, candidates, and other stakeholders professionally.
4. Prepare and maintain office documents, letters, notices, reports, and other administrative records as instructed by management.
5. Manage photocopying, scanning, printing, filing, and other routine office requirements.
6. Maintain office stationery and other administrative supplies and inform management when replenishment is required.
7. Coordinate with internal departments, trainers, staff, candidates, and external parties whenever required.
8. Assist management in completing administrative tasks and assignments within the specified time.
9. Maintain confidentiality of company, candidate, employee, financial, and operational information.
10. B. Course CoordinationCoordinate the day-to-day activities of courses, training programmes, and examination preparation programmes conducted by the company.
11. Maintain updated records of candidates enrolled in different courses.
12. Coordinate class schedules, trainer availability, batches, classrooms, and online/offline sessions.
13. Communicate class schedules, changes, holidays, examination information, and other course-related instructions to candidates.
14. Coordinate with trainers regarding class schedules, attendance, study materials, assessments, and candidate requirements.
15. Monitor candidate attendance and maintain proper attendance records.
16. Follow up with candidates regarding course requirements, pending documents, fees, classes, examinations, and other course-related matters.
17. Assist candidates with routine course-related queries and direct technical or policy-related matters to the appropriate management/trainer.
18. Maintain course-wise and batch-wise records and submit reports to management as required.
19. Assist in organizing seminars, workshops, orientation programmes, mock tests, counselling sessions, and other educational activities.
20. C. Candidate Support & CommunicationRespond professionally to candidate enquiries through telephone, WhatsApp, email, and other approved communication channels.
21. Provide candidates with accurate information regarding course schedules, batches, documentation, and administrative procedures as instructed by management.
22. Maintain proper communication records wherever required.
23. Follow up with candidates for pending documents, registrations, attendance, payments, and other administrative requirements.
24. Escalate complaints, disputes, sensitive matters, or commitments beyond the employee's authority to management immediately.
25. D. Documentation & Record KeepingMaintain candidate files and course documentation in an organized manner.
26. Update databases, Excel sheets, registers, and other records regularly.
27. Ensure that candidate documents are properly filed and securely maintained.
28. Prepare daily, weekly, or monthly reports as required by management.
29. Ensure that confidential documents and company information are not shared with unauthorized persons.

1. 3. Authority & LimitationsThe employee shall perform duties strictly within the authority assigned by management.
2. No authority is vested upon the employee to make any financial commitment, collect money, offer discounts, make refunds, or provide financial assurances on behalf of the company without prior written approval from management.
3. The employee shall not enter into any agreement, contract, undertaking, commitment, or understanding with any candidate, trainer, vendor, or third party on behalf of the company without prior approval from management.
4. The employee shall not make unauthorized promises regarding employment, salary, job placement, visa, immigration, course outcomes, examination results, certification, or any other company service.
5. Any money received on behalf of the company, if specifically authorized, must be properly recorded and immediately reported to management.
6. Any misuse of company name, documents, data, candidate information, or communication channels will be viewed seriously and may result in disciplinary and/or appropriate legal action.

4. AccountabilityThe employee shall be accountable for:

• Proper maintenance of office and course records.
• Timely coordination of classes and training programmes.
• Accurate communication of approved information to candidates.
• Candidate attendance and course-related records.
• Proper handling and confidentiality of company and candidate information.
• Timely completion of administrative assignments.
• Compliance with company policies, procedures, and management instructions.
• Professional conduct with candidates, trainers, staff, and external parties.

5. Reporting StructureThe employee shall report directly to the Management / Centre Head / designated reporting officer and shall provide regular updates regarding:

• Course enrolments and candidate status
• Class schedules and attendance
• Candidate enquiries and complaints
• Pending documentation
• Course-related activities
• Administrative work
• Any issues requiring management intervention

6. Key Performance Indicators (KPIs)Performance shall be evaluated based on:

1. Timely completion of assigned administrative work.
2. Accuracy and maintenance of office and candidate records.
3. Effective coordination of classes and training programmes.
4. Candidate communication and follow-up.
5. Attendance and batch management.
6. Timely submission of reports.
7. Professional behaviour and communication.
8. Compliance with company policies and management instructions.
9. Confidentiality and proper handling of company information.
10. Overall efficiency and smooth functioning of assigned office and course-coordination activities.