Administrative Coordinator – Document and Meeting Support

The Elite Job; Bengaluru; Hybrid; INR 300,000 - 540,000; Full time

Benefits offered by this job

Flexible working arrangements

Remote or hybrid options

Job summary

The Elite Job seeks an Administrative Coordinator – Document and Meeting Support to handle document management, meeting planning, and smooth internal communication. The role emphasizes organized record-keeping and precise coordination across teams.

You will prepare and format documents, manage digital archives, and support meetings using Teams, Zoom, or Google Meet. Freshers may apply with strong organizational and communication skills.

Qualifications

• Candidates should demonstrate strong organizational skills and attention to detail.
• Proficiency with Microsoft Word, Excel, PowerPoint and calendar tools.
• Experience in document management and meeting support is a plus.

Responsibilities

• Prepare, format, proofread, and organize business documents and reports.
• Coordinate meeting schedules, agendas, and minutes; track actions.
• Manage digital filing systems and version control for documents.
• Support digitization, scanning, and archiving of records.
• Assist with calendar management and online meeting logistics.
• Provide administrative support and maintain confidentiality.

Skills

Organizational skills

Time management

Communication skills

Email etiquette

Calendar management

Meeting coordination

Confidentiality

Multitasking

Education

High school diploma

Bachelor or diploma in Business Administration

Tools

MS Office

Google Workspace

Video conferencing

Job description

1. Job Summary

The Elite Job is seeking a highly organized, detail-oriented, and proactive Administrative Coordinator – Document and Meeting Support to assist with daily administrative operations, document management, meeting coordination, and internal communication. The ideal candidate will play an important role in ensuring that administrative processes run smoothly, records remain accurate and accessible, and meetings are organized efficiently.

In this role, you will be responsible for preparing, reviewing, formatting, organizing, and maintaining business documents, coordinating meeting schedules, preparing agendas, recording meeting minutes, and following up on assigned action items. You will work closely with managers, team members, and other departments to ensure that information is communicated clearly and administrative tasks are completed within established deadlines.

The successful candidate should demonstrate strong organizational abilities, effective written and verbal communication skills, professional email etiquette, and the ability to manage multiple responsibilities without compromising accuracy. Familiarity with office productivity tools, digital filing systems, calendar management, and virtual meeting platforms will be beneficial.

This position offers an opportunity for individuals who enjoy administrative work, supporting teams, maintaining structured records, and contributing to an efficient and professional workplace. Candidates who are motivated to learn, comfortable using digital tools, and committed to delivering reliable administrative support are encouraged to apply.

2. Key Responsibilities

Document Management and Coordination

• Prepare, format, proofread, and organize business documents, reports, presentations, letters, forms, and internal communications.
• Maintain an organized digital filing system to ensure documents can be retrieved quickly and easily.
• Review documents for spelling, grammar, formatting consistency, completeness, and accuracy before distribution.
• Update administrative records, spreadsheets, trackers, and document registers as required.
• Ensure documents are saved using appropriate naming conventions, folder structures, and version-control procedures.
• Distribute approved documents to relevant stakeholders while following established access and confidentiality guidelines.
• Track document submissions, approvals, revisions, and outstanding requests.
• Assist in preparing standard templates, administrative forms, and recurring reports.
• Support the digitization, scanning, uploading, and archiving of physical and electronic records.

Meeting Planning and Scheduling

• Coordinate internal and external meetings by checking participant availability and scheduling suitable dates and times.
• Manage calendars, send meeting invitations, and distribute joining links, agendas, and relevant supporting documents.
• Reserve meeting rooms or coordinate virtual meeting arrangements when required.
• Prepare meeting agendas in collaboration with managers and relevant team members.
• Ensure participants receive the necessary information before meetings.
• Assist with technical and administrative preparations for online meetings using platforms such as Microsoft Teams, Zoom, or Google Meet.
• Monitor calendar changes, communicate schedule updates, and help prevent scheduling conflicts.
• Provide administrative support during meetings, including attendance tracking and document sharing.

Meeting Minutes and Follow-Up

• Record accurate meeting minutes, decisions, key discussion points, and assigned responsibilities.
• Prepare and distribute meeting summaries to authorized participants within agreed timelines.
• Maintain action-item trackers showing tasks, responsible individuals, deadlines, and progress.
• Follow up with team members regarding pending tasks, approvals, and deliverables.
• Maintain records of recurring meetings, previous minutes, and important decisions.
• Escalate overdue action items or unresolved administrative matters to the appropriate manager.

Administrative and Operational Support

• Respond to routine administrative inquiries through email, telephone, or approved communication channels.
• Assist with data entry, spreadsheet updates, record verification, and information management.
• Support the preparation of routine reports, status updates, and administrative summaries.
• Coordinate the collection of information from different departments for reports and meetings.
• Maintain office supplies or administrative resource records when required.
• Help improve filing procedures, meeting workflows, and document-handling practices.
• Perform other reasonable administrative duties assigned by the supervisor or management team.

Communication and Confidentiality

• Communicate professionally with colleagues, managers, clients, and external contacts.
• Handle confidential business information, internal communications, and sensitive documents responsibly.
• Follow company procedures for document access, sharing, retention, and disposal.
• Ensure that information is distributed only to authorized recipients.
• Maintain a professional, helpful, and service-oriented approach when supporting employees and stakeholders.

3. Required Skills and Qualifications

Educational Qualifications

• A high school diploma or equivalent qualification is required for entry-level positions.
• A diploma or bachelors degree in Business Administration, Office Administration, Management, Commerce, or a related field is preferred.
• Additional training in administrative support, office management, document control, or business communication is an advantage.

Technical Skills

• Basic to intermediate proficiency in Microsoft Word, Excel, and PowerPoint.
• Familiarity with Google Docs, Google Sheets, Google Drive, and Google Calendar.
• Ability to manage email correspondence and calendar invitations effectively.
• Experience using virtual meeting platforms such as Zoom, Microsoft Teams, or Google Meet.
• Basic knowledge of digital filing systems, cloud storage, and document-sharing procedures.
• Ability to format documents, update spreadsheets, and maintain organized electronic records.
• Willingness to learn new software, administrative systems, and company-specific tools.

Professional Skills

• Excellent organizational and time-management abilities.
• Strong attention to detail and commitment to accuracy.
• Good written and verbal communication skills.
• Ability to prioritize tasks and manage multiple deadlines.
• Professional email writing and business communication etiquette.
• Strong coordination and follow-up skills.
• Ability to work independently while contributing effectively to a team.
• A dependable, positive, and solutions-oriented attitude.
• Ability to maintain confidentiality and exercise sound judgment.
• Flexibility to adapt to changing priorities and administrative requirements.

4. Experience

Freshers and entry-level candidates may apply if they demonstrate the required organizational, communication, and computer skills.

• Previous experience in administrative support, office coordination, document management, meeting assistance, data entry, or executive assistance is desirable.
• Candidates with experience maintaining digital records, preparing reports, scheduling meetings, or recording meeting minutes will have an advantage.
• Experience supporting managers, coordinating cross-functional activities, or communicating with multiple stakeholders is beneficial.
• Familiarity with remote administrative work and cloud-based collaboration tools is an advantage for remote positions.

The Elite Job values reliability, willingness to learn, professional conduct, and attention to detail. Candidates who are new to the field but possess the right attitude and foundational skills are encouraged to apply.

5. Working Hours

• Employment Type: Full-time or part-time, depending on the available position.
• Work Schedule: Standard business hours or an agreed schedule based on operational requirements.
• Work Arrangement: Remote, hybrid, or on-site, depending on the specific vacancy.
• Availability: Candidates should be able to attend scheduled meetings, respond to administrative requests within agreed timelines, and complete assigned tasks on schedule.
• Flexibility: Occasional schedule adjustments may be required to accommodate important meetings, urgent document requests, or business deadlines.
• Breaks and Leave: Applicable breaks, holidays, and leave arrangements will follow the employment terms and relevant local regulations.
• Specific working hours, time-zone requirements, weekly working days, and overtime arrangements will be communicated during the recruitment process.

6. Knowledge, Skills, and Abilities

Knowledge

• Understanding of general office administration and coordination procedures.
• Basic knowledge of document preparation, formatting, storage, and retrieval.
• Familiarity with meeting scheduling, agenda preparation, and minute-taking practices.
• Understanding of professional communication and email management.
• Awareness of confidentiality, data protection, and responsible information sharing.
• Basic understanding of spreadsheets, administrative trackers, and reporting procedures.

Skills

• Ability to prepare clear, accurate, and professionally formatted documents.
• Strong calendar management and meeting coordination skills.
• Effective note-taking, summarization, and follow-up abilities.
• Proficiency in organizing digital folders and maintaining structured records.
• Ability to communicate information clearly and professionally.
• Good problem-solving and prioritization skills.
• Ability to identify errors, missing information, and scheduling conflicts.
• Confidence in using digital collaboration tools and office software.

Abilities

• Ability to manage competing priorities while maintaining accuracy.
• Ability to complete routine tasks independently after receiving appropriate instructions.
• Ability to collaborate with colleagues across different departments.
• Ability to maintain professional standards when handling confidential information.
• Ability to remain organized and composed during busy periods.
• Ability to learn new processes and adapt to changing business needs.
• Ability to identify opportunities to improve administrative efficiency.
• Ability to demonstrate accountability, discretion, and consistent follow-through.

7. Benefits

• Competitive compensation aligned with the role, experience, responsibilities, and employment terms.
• Flexible working arrangements where operationally feasible.
• Remote or hybrid work opportunities for eligible positions.
• Opportunities to develop administrative, communication, and coordination skills.
• Practical experience with document management, scheduling, and business operations.
• Onboarding and role-specific training to support successful performance.
• Opportunities to work with different teams and develop professional relationships.
• Potential career progression into senior administrative support, office coordination, executive assistance, or operations roles.
• A collaborative work environment that encourages accountability, learning, and continuous improvement.
• Applicable leave, statutory benefits, and other employment benefits in accordance with the agreed contract and local regulations.
• All compensation, benefits, and work arrangements will be confirmed in the official offer or employment agreement.

8. Why Join The Elite Job?

Joining The Elite Job as an Administrative Coordinator – Document and Meeting Support offers an opportunity to develop a strong foundation in business administration and professional coordination. This role is suited to individuals who enjoy organizing information, supporting colleagues, managing schedules, and ensuring that important details are handled accurately.

You will have the opportunity to strengthen your document management, meeting coordination, digital communication, and time-management skills while contributing to the smooth functioning of administrative activities.

Reasons to consider this opportunity include:

• Professional Development: Build practical skills in administration, coordination, documentation, and business communication.
• Valuable Work Experience: Develop experience that can support future opportunities in office administration, executive assistance, operations, and project coordination.
• Digital Workplace Skills: Improve your familiarity with productivity software, virtual meetings, and cloud-based collaboration tools.
• Team Collaboration: Work with colleagues and stakeholders to support shared objectives and improve daily workflows.
• Opportunities for Growth: Demonstrate your capabilities and prepare for potential advancement as suitable positions become available.
• Meaningful Contribution: Help teams stay organized, ensure information is accessible, and support timely decision-making through effective administrative processes.

The Elite Job welcomes candidates who are dependable, organized, eager to learn, and committed to maintaining high standards of accuracy and professionalism.