Operations Executive cum Receptionist

Vidysea Education Noida; Nagli Sabapur; On-site; INR 350,000 - 500,000; Full time

Job summary

Vidysea Education Noida invites a detail-oriented Front Desk and Administration coordinator to join our office. You will greet visitors, manage calls, coordinate meetings, and ensure a professional reception area.

You'll support day-to-day operations, maintain trackers and documentation, assist with recruitment coordination, and liaise with vendors and government project teams to keep activities on schedule.

Qualifications

• Bachelor's degree in any discipline.
• Bachelor's degree required or equivalent experience in admin/ops coordination.
• Proficiency with MS Office (Excel, Word, PowerPoint) and email communication.
• Strong English and Hindi verbal and written communication.

Responsibilities

• Greet and assist visitors, clients, vendors, candidates, and employees in a professional manner.
• Manage incoming calls, emails, couriers, and general inquiries and route them to the appropriate team members.
• Maintain the reception area and ensure a professional office environment.
• Coordinate meeting rooms, appointments, internal meetings, and visitor schedules.
• Maintain visitor records and other front-office documentation.
• Support day-to-day administrative and operational activities of the organization.
• Maintain and regularly update trackers, records, databases, reports, and operational documentation.
• Coordinate with different departments to ensure timely completion of assigned tasks.
• Assist with office supplies, procurement, printing requirements, courier services, and other office-related activities.
• Coordinate with vendors, obtain quotations, maintain vendor records, and support invoice/payment documentation.
• Ensure proper filing and maintenance of company documents.
• Support the recruitment process by coordinating with candidates and hiring managers.
• Schedule interviews and maintain candidate/interview trackers.
• Assist in sourcing candidates through job portals and other recruitment channels.
• Follow up with candidates regarding interviews, documentation, joining dates, and onboarding requirements.
• Support employee onboarding and joining formalities.
• Assist in coordinating activities related to government and institutional projects.
• Maintain project-wise documentation, trackers, reports, and supporting records.
• Coordinate with internal teams, trainers, vendors, institutions, and other stakeholders for project execution.
• Follow up on project deliverables, documentation, attendance, invoices, reports, and timelines.
• Support the preparation and collection of documents required for government projects, tenders, empanelments, and related submissions.
• Ensure adherence to company policies, processes, and operational procedures.
• Follow up with concerned team members for pending tasks and documentation.
• Prepare basic MIS reports and operational updates as required.
• Maintain confidentiality of company, employee, client, and project information.
• Perform any other administrative or operational responsibilities assigned by management.

Skills

Front desk

Administration

Recruitment coordination

Government projects coordination

Team coordination

MS Office

English & Hindi

Education

Bachelor's degree

Tools

Zoho

Job description

Key Responsibilities:

Front Desk & Office Coordination

• Greet and assist visitors, clients, vendors, candidates, and employees in a professional manner.
• Manage incoming calls, emails, couriers, and general inquiries and route them to the appropriate team members.
• Maintain the reception area and ensure a professional office environment.
• Coordinate meeting rooms, appointments, internal meetings, and visitor schedules.
• Maintain visitor records and other front-office documentation.

Operations & Administration

• Support day-to-day administrative and operational activities of the organization.
• Maintain and regularly update trackers, records, databases, reports, and operational documentation.
• Coordinate with different departments to ensure timely completion of assigned tasks.
• Assist with office supplies, procurement, printing requirements, courier services, and other office-related activities.
• Coordinate with vendors, obtain quotations, maintain vendor records, and support invoice/payment documentation.
• Ensure proper filing and maintenance of company documents.

Recruitment Coordination

• Support the recruitment process by coordinating with candidates and hiring managers.
• Schedule interviews and maintain candidate/interview trackers.
• Assist in sourcing candidates through job portals and other recruitment channels.
• Follow up with candidates regarding interviews, documentation, joining dates, and onboarding requirements.
• Support employee onboarding and joining formalities.

Government Project Coordination

• Assist in coordinating activities related to government and institutional projects.
• Maintain project-wise documentation, trackers, reports, and supporting records.
• Coordinate with internal teams, trainers, vendors, institutions, and other stakeholders for project execution.
• Follow up on project deliverables, documentation, attendance, invoices, reports, and timelines.
• Support the preparation and collection of documents required for government projects, tenders, empanelments, and related submissions.

General Responsibilities

• Ensure adherence to company policies, processes, and operational procedures.
• Follow up with concerned team members for pending tasks and documentation.
• Prepare basic MIS reports and operational updates as required.
• Maintain confidentiality of company, employee, client, and project information.
• Perform any other administrative or operational responsibilities assigned by management.

Candidate Requirements

• Bachelor's degree in any discipline.
• Minimum 1 year of experience in administration, operations, front desk, recruitment coordination, or a similar role preferred.
• Good working knowledge of *MS Office, especially Excel, Word, PowerPoint, and email communication*.
• Strong verbal and written communication skills in *English and Hindi*.
• Good organizational, coordination, follow-up, and multitasking skills.
• Ability to maintain trackers, documentation, and records accurately.
• Professional appearance and courteous interpersonal skills.
• Ability to work independently as well as coordinate with multiple teams.
• Strong sense of ownership, discipline, punctuality, and attention to detail.

Preferred Skills

• Experience in recruitment or HR coordination.
• Experience in government projects, education projects, skill-development projects, or institutional coordination.
• Familiarity with CRM/ERP/HRMS platforms such as *Zoho* would be an advantage.
• Basic understanding of vendor coordination, procurement, invoicing, and office administration.

Ideal Candidate

We are looking for an individual who is *energetic, responsible, presentable, organized, and comfortable taking ownership of multiple operational responsibilities*. The candidate should be proactive in follow-ups and capable of supporting the team to ensure smooth and timely execution of day-to-day business operations.