Business Operations Executive

RPX Ideatives; Delhi; On-site; INR 480,000 - 640,000; Full time

Job summary

RPX Ideatives is seeking a Business Operations Executive in New Delhi to manage the day-to-day operations across multiple functions, including operations, project coordination, client servicing, administration, financial coordination, documentation and travel management.

The role demands a highly organized, proactive and detail-oriented candidate who can handle multiple responsibilities and take ownership of tasks and outcomes.

Qualifications

• 2-5 years of relevant experience.
• Strong organizational and communication skills.
• Proactive and detail-oriented with ownership mindset.

Responsibilities

• Manage estimates, quotations and invoices through Zoho.
• Maintain records of payments, expenses and vendor payments.
• Track outstanding payments and coordinate follow-ups.
• Coordinate with the Chartered Accountant for accounting and financial documentation.
• Plan and coordinate business travel for shoots and meetings.
• Prepare professional PowerPoint presentations and Excel trackers.

Job description

JOB DESCRIPTION - Business Operations Executive

Location: Dwarka, New Delhi
Work Mode: Work from Office
Experience: 2-5 Years
Reporting To: Founder & Director

About the Role

We are looking for a Business Operations Executive who will be responsible for managing and coordinating
various aspects of the company's day-to-day operations.
This is a multi-functional role involving business operations, project coordination, client servicing,
administration, financial coordination, documentation and travel management.
The ideal candidate should be highly organized, proactive, detail-oriented and comfortable handling multiple
responsibilities simultaneously.
More importantly, we are looking for someone who takes ownership of tasks and outcomes rather than
simply completing assigned instructions.

Key Responsibilities

1. Business Operations & Financial Coordination
   • Manage estimates, quotations and invoices through Zoho.
   • Maintain records of payments received, expenses and vendor payments.
   • Track outstanding payments and coordinate necessary follow-ups.
   • Validate vendor invoices and business expenses before processing.
   • Maintain accurate operational and financial documentation.
   • Coordinate with the Chartered Accountant for accounting and financial documentation.
   • Ensure timely completion and follow-up of operational and financial tasks.
2. Project Coordination & Management
   • Track ongoing projects from initiation through completion.
   • Maintain project schedules, calendars and trackers.
   • Coordinate with internal team members and external vendors.
   • Monitor project progress and timelines.
   • Ensure that deliverables and project milestones are completed on schedule.
   • Identify potential delays or issues and proactively bring them to the attention of the concerned person.
   • Maintain updated project information and records.
3. Client Coordination
   • Coordinate with clients regarding work-in-progress, approvals, feedback, deliveries and project-related
     requirements.
   • Maintain professional communication with clients through email, phone and WhatsApp.
   • Keep clients appropriately updated about project status and timelines.
   • Coordinate internally to ensure client requirements are addressed on time.
   • Develop and maintain professional relationships with clients.
   • Ensure all external communication is accurate, clear and professional.
4. Administration & Travel Management
   • Plan and coordinate business travel for shoots and meetings.
   • Manage flight, hotel and local transportation bookings.
   • Prepare and maintain travel itineraries and related documentation.
   • Maintain employee leave records and salary-related information.
   • Handle day-to-day administrative requirements.
   • Maintain organized office and business documentation.
5. Documentation, Presentations & Reporting
   • Prepare professional PowerPoint presentations, proposals and portfolio documents.
   • Prepare and maintain Excel-based project and business trackers.
   • Maintain organized digital records and documentation.
   • Prepare reports and summaries as required.
   • Ensure accuracy, consistency and professionalism in all documents and communications.

Important Note for Candidates

This is a multi-functional operations role and not a conventional administrative position. The candidate will
be working across different areas of the business and will be expected to manage multiple priorities.
The most important qualities we are looking for are ownership, organization, attention to detail, communication and the ability to proactively build and improve systems.