Office & Operations Coordinator

Himalayam Foundations; Chennai; On-site; INR 350,000 - 650,000; Full time

Job summary

Himalayam Foundations is seeking an organised Office & Operations Coordinator to manage daily office coordination and support our architecture, interior design, and construction projects.

You will coordinate with clients, architects, site engineers, vendors, and the accountant to keep tasks, documents, payments, and project updates on track. This role requires consistent follow-up, clear communication, and the ability to identify and elevate issues promptly.

Qualifications

• Graduate in Business Administration, Commerce, Civil Engineering, Architecture, or a related discipline; relevant diploma holders with suitable experience may also apply.
• Experience in architecture, interiors, construction, or real estate preferred.
• Working knowledge of Microsoft Excel or Google Sheets, email, and document management.

Responsibilities

• Coordinate daily office activities, meetings, attendance records, and administrative requirements.
• Maintain organised project folders, correspondence, and company records.
• Record meeting minutes and follow up on assigned actions.
• Maintain a tracker of active projects, milestones, deadlines, and responsible team members.
• Collect progress updates, photographs, and material requirements from site engineers.
• Track drawing submissions, revisions, and client approvals.
• Flag delays, missing information, and decisions requiring management attention.
• Record enquiries and schedule consultations and site visits.
• Follow up on quotations, proposals, and pending client responses.
• Document client requests and route scope changes to management.
• Collect approved material requirements and obtain vendor quotations.
• Prepare quotation comparisons for management review.
• Track approved orders, delivery dates, and delivery confirmations.
• Maintain vendor records, bills, and supporting documents.
• Maintain trackers for client receivables and vendor payments.
• Send payment reminders as instructed and flag overdue amounts.
• Coordinate invoices, expense records, and payment documentation with the accountant.
• Prepare payment requests for management approval.
• Submit a concise daily report covering completed work, pending tasks, delays, and approvals required.
• Prepare a weekly project and operations summary.
• Help establish simple checklists and consistent office procedures.

Skills

Tamil

English communication

Education

Business Administration / Commerce / Civil Engineering / Architecture degree

Tools

Excel

Google Sheets

Job description

Employment Type: Full-time, office-based, with site visits as required

Preferred Experience: 2–4 years in office administration, operations, or project coordination

Salary: Based on experience and suitability

About the Role

Location: Kilpauk, Chennai

Employment Type: Full-time, office-based, with site visits as required

Reporting To: Founder / Principal Architect

Preferred Experience: 2–4 years in office administration, operations, or project coordination

Salary: Based on experience and suitability

About the Role

Himalayam Foundations is seeking an organised and proactive Office & Operations Coordinator to manage daily office coordination and support our architecture, interior design, and construction projects.

You will coordinate with clients, architects, site engineers, vendors, and the accountant to keep tasks, documents, payments, and project updates on track. This role requires consistent follow-up, clear communication, and the ability to identify and elevate issues promptly.

Key Responsibilities

Office Administration

• Coordinate daily office activities, meetings, attendance records, and administrative requirements.
• Maintain organised project folders, correspondence, and company records.
• Record meeting minutes and follow up on assigned actions.

Project and Site Coordination

• Maintain a tracker of active projects, milestones, deadlines, and responsible team members.
• Collect progress updates, photographs, and material requirements from site engineers.
• Track drawing submissions, revisions, and client approvals.
• Flag delays, missing information, and decisions requiring management attention.

Client Enquiries and Follow-ups

• Record enquiries and schedule consultations and site visits.
• Follow up on quotations, proposals, and pending client responses.
• Communicate approved project updates professionally.
• Document client requests and route scope changes to management.

Purchase and Vendor Coordination

• Collect approved material requirements and obtain vendor quotations.
• Prepare quotation comparisons for management review.
• Track approved orders, delivery dates, and delivery confirmations.
• Maintain vendor records, bills, and supporting documents.

Payment and Accounts Coordination

• Maintain trackers for client receivables and vendor payments.
• Send payment reminders as instructed and flag overdue amounts.
• Coordinate invoices, expense records, and payment documentation with the accountant.
• Prepare payment requests for management approval.

Reporting and Process Management

• Submit a concise daily report covering completed work, pending tasks, delays, and approvals required.
• Prepare a weekly project and operations summary.
• Help establish simple checklists and consistent office procedures.
  

Qualifications and Skills

• Graduate in Business Administration, Commerce, Civil Engineering, Architecture, or a related discipline; relevant diploma holders with suitable experience may also apply.
• Experience in an architecture, interiors, construction, or real estate firm is preferred.
• Working knowledge of Microsoft Excel or Google Sheets, email, and document management.
• Good spoken and written communication in Tamil and English.
• Strong follow-up, prioritisation, record-keeping, and interpersonal skills.
• Basic familiarity with construction stages, drawings, quotations, and billing is an advantage.
• Ability to handle confidential business and client information responsibly.
  

Authority and Accountability

The coordinator will independently handle routine scheduling, documentation, and follow-ups. Management approval is required for purchases, payments, pricing, discounts, contractual commitments, scope changes, and completion-date commitments.

Technical approvals remain with the architect or engineer. Accounting and statutory compliance remain with the designated accountant or consultant.

What Success Looks Like

• Accurate, regularly updated project and payment trackers.
• Timely follow-ups and clear ownership of pending tasks.
• Prompt reporting of delays and unresolved issues.
• Complete, accessible project documentation.
• Fewer missed commitments and less routine follow-up required from the founder.
  

Himalayam Foundations

Architecture • Interiors • Construction

www.himalayam.in