Office Coordinator

Job details

Pay

Rs 50,000 - Rs 70,000 a month

Job type

Full-time

 

Location

Karachi Gulshan-E-Iqbal

 

Full job description

Position Summary

The Directors' Office Coordinator serves as the central coordination point between the Directors and all departments within the organization. The role is responsible for ensuring smooth execution of strategic and operational initiatives, tracking commitments, coordinating reporting processes, managing communication flow, and ensuring accountability across departments.

This position requires exceptional organizational skills, attention to detail, strong written communication, confidentiality, and the ability to professionally follow up with senior stakeholders to ensure timely completion of tasks and objectives.

Key Responsibilities

Reporting & Performance Tracking

• Manage and oversee the weekly reporting cycle across all departments.
• Ensure departmental reports are submitted accurately and within established deadlines.
• Consolidate reports and prepare summaries for Director review.
• Maintain and update monthly KPI scorecards and performance dashboards.
• Highlight critical issues, missed targets, and operational risks requiring Director attention.

Meeting Coordination & Follow-Up

• Coordinate and manage Directors' meetings, reviews, and strategic sessions.
• Prepare meeting agendas and circulate them in advance.
• Record meeting minutes and distribute action points within two hours of meeting closure.
• Track action items, assigned responsibilities, and deadlines.
• Conduct regular follow-ups with department heads and stakeholders to ensure commitments are fulfilled.

Cross-Department Coordination

• Act as the operational liaison between Directors and all departments including Sales, HR, Finance, Administration, and Customer Service.
• Facilitate communication and coordination among departments to support business objectives.
• Monitor ongoing projects and ensure alignment with organizational priorities.
• Escalate delays, bottlenecks, and unresolved matters to the Directors when necessary.

Executive Support

• Prepare briefing notes, presentations, reports, and executive summaries for Director review.
• Draft internal communications, announcements, and correspondence on behalf of the Directors.
• Organize and maintain records, documents, and confidential information.
• Assist with special projects and strategic initiatives assigned by the Directors.

Administrative & Governance Support

• Maintain trackers for commitments, projects, deadlines, and departmental deliverables.
• Ensure proper documentation and record management practices.
• Support implementation and monitoring of company policies and procedures.
• Handle sensitive and confidential information with the highest level of discretion.

Qualifications

• Bachelor's degree in Business Administration, Management, Operations, or a related field.
• 3–5 years of experience in Operations, Executive Coordination, Project Coordination, Executive Assistant, or similar administrative roles.
• Experience working directly with senior management or executive leadership is preferred.

Required CompetenciesOrganizational Excellence

• Strong planning, coordination, and time-management skills.
• Ability to manage multiple priorities simultaneously.
• High attention to detail and accuracy.

Communication Skills

• Excellent written and verbal communication in English.
• Professional report-writing and business correspondence skills.
• Ability to communicate confidently with senior management and department heads.

Technical Skills

• Proficiency in Microsoft Excel, Word, PowerPoint, and Google Workspace.
• Ability to prepare dashboards, trackers, reports, and presentations.
• Familiarity with project tracking and workflow management tools is an advantage.

Professional Attributes

• High level of integrity and confidentiality.
• Self-motivated, proactive, and solution-oriented.
• Strong follow-up and accountability management skills.
• Ability to work under pressure and meet tight deadlines.
• Professional, composed, and diplomatic in stakeholder interactions.

Key Performance Indicators (KPIs)

• Timely submission of departmental reports.
• Percentage of action items completed within deadlines.
• Accuracy and completeness of meeting minutes and trackers.
• KPI scorecard maintenance and reporting quality.
• Effectiveness of cross-department coordination.
• Timeliness of executive communications and follow-ups.

Working RelationshipsInternal

• Directors
• Department Heads
• Managers and Supervisors
• HR, Finance, Administration, and Sales Teams

External

• Vendors, consultants, and business partners (as assigned)

Employment Type:

Full-Time

Experience Required:

3–5 Years

Industry Preference:

Operations, Business Administration, Executive Coordination, Project Management, or Corporate Administration.

Pay: Rs50,000.00 - Rs70,000.00 per month

Work Location: In person