Website:
avabizventures.com
Job details:
Director’s Office & Operations Coordinator
Company: Avabiz Ventures
Location: Hybrid
Employment Type: Full-Time
Reports To: Directors
About the Role:
We are looking for a highly organized, proactive, and responsible Director’s Office & Operations Coordinator who can work closely with the directors and coordinate with internal teams, customers, vendors, consultants, contractors, government stakeholders, and other external partners.
This is a high-ownership role for someone who can ensure that day-to-day business activities move forward smoothly without the directors having to follow up on every task.
The role will cover business coordination, customer coordination, quotations, invoicing, purchase, inventory, vendor management, documentation, and stakeholder management.
Key Responsibilities
1. Director’s Office Coordination
- Work directly with the directors on day-to-day business activities.
- Track important tasks, commitments, meetings, and follow-ups.
- Coordinate with different departments and ensure instructions from directors are executed on time.
- Prepare reports, MIS, presentations, quotations, and other information required by the directors.
- Identify pending issues and proactively follow up until closure.
- Maintain confidentiality of sensitive company and business information.
2. Customer & Sales Coordination
- Coordinate directly with customers from initial enquiry to order completion.
- Understand customer requirements and coordinate internally to prepare suitable proposals.
- Prepare and send quotations, commercial proposals, estimates, and order documents to customers.
- Follow up with customers regarding quotations, approvals, purchase orders, payments, and other requirements.
- Maintain regular communication with customers and provide timely updates.
- Coordinate with the directors and relevant teams to resolve customer queries and issues.
- Maintain proper records of enquiries, quotations, orders, and customer communication.
3. Invoicing & Commercial Documentation
- Prepare invoices, proforma invoices, delivery documents, and other commercial documents as required.
- Coordinate with the accounts team for billing, GST details, payment follow-ups, and documentation.
- Track outstanding customer payments and coordinate with customers for timely collection.
- Ensure quotations and invoices are accurate and issued on time.
- Maintain organized records of all commercial transactions.
4. Internal & External Team Coordination
- Act as a central coordination point between internal teams and external stakeholders.
- Coordinate with project teams, site teams, vendors, consultants, contractors, clients, government departments, and other partners.
- Ensure clear communication and timely exchange of information.
- Follow up on deliverables, approvals, quotations, payments, material requirements, and project requirements.
- Escalate important delays or issues to the directors with possible solutions.
5. Purchase & Procurement
- Coordinate the company's purchase requirements.
- Collect and compare quotations from vendors.
- Coordinate purchase orders, material requirements, deliveries, and invoices.
- Negotiate with vendors wherever required and maintain strong vendor relationships.
- Track pending purchases and ensure materials reach the required location on time.
- Maintain proper purchase records and documentation.
- 6. Inventory ManagementMaintain accurate records of company inventory and materials.
- Track inward and outward movement of materials.
- Monitor stock levels and identify shortages or excess inventory.
- Coordinate with stores, project sites, purchase teams, and vendors.
- Conduct periodic inventory checks and reconcile physical stock with records.
- Develop simple systems to ensure materials are properly tracked and accounted for.
7. Stakeholder Management
- Maintain professional relationships with key stakeholders of the company.
- Coordinate meetings, calls, visits, and follow-ups.
- Ensure stakeholders receive timely information and responses.
- Represent the company professionally in communications with customers, vendors, consultants, and other partners.
What We Are Looking For
- 2–5 years of experience in operations, procurement, sales coordination, administration, project coordination, executive coordination, or a similar role.
- Excellent communication and follow-up skills.
- Strong organizational and time-management abilities.
- Good knowledge of MS Excel/Google Sheets, Word, PowerPoint, and basic business documentation.
- Ability to prepare professional quotations, estimates, invoices, and commercial documents.
- Understanding of basic GST/invoicing processes will be an advantage.
- Strong vendor and customer coordination skills.
- Ability to manage multiple tasks simultaneously.
- Comfortable working directly with senior management/directors.
- Willingness to travel or visit sites when required.
The Ideal Person.
We are looking for someone who is:
- Organized. Proactive.
- Reliable. Good with people.
- Strong at follow-ups.
- Commercially aware.
- You should be the kind of person who can receive a requirement from a director or customer, coordinate with the relevant teams, prepare a quotation, follow up with the customer, arrange the required materials, coordinate with vendors, prepare the invoice, and make sure the task reaches completion.
- Most importantly, you should take ownership rather than wait for instructions.
Growth Opportunity:
This role provides direct exposure to the company's directors and multiple areas of the business, including:
- Business Operations
- Sales & Customer Management
- Procurement
- Inventory Management
- Project Coordination
- Commercial Operations
- Vendor Management
- Stakeholder Management
The right candidate can grow into a Senior Operations / Business Operations Manager / Director’s Office role with increasing responsibility.
If you are someone who gets things done, communicates well, follows up relentlessly, and enjoys taking ownership, we would like to hear from you.
- Apply with your CV and a short note explaining why you would be a good fit for this role.
Click on Apply to know more.
