Office Coordinator

Role Purpose

TIB RETAIL is looking for a proactive and organized Office Coordinator to manage day-to-day office operations, internal coordination, documentation, project follow-ups, and communication between departments. The role is critical for ensuring smooth coordination between design, production, procurement, accounts, site execution, and management teams within the retail fitout and branding workflow.

The candidate should be capable of handling operational coordination in a fast-paced retail execution environment involving multiple ongoing projects, vendors, production schedules, and site activities.

Preferred Industry Background

Candidates from the following industries will be preferred:

Retail Fitout

Interior Execution

Architecture & Design

In-store Branding

Exhibition & Event Industry

Furniture Manufacturing

Modular Solutions

Turnkey Projects

Production/Manufacturing Industry

Site Execution & Operations

End-to-End Workflow Responsibilities

Coordinate daily office operations and departmental activities

Manage project-related documentation and internal communication

Follow up with design, procurement, production, and site teams regarding project updates

Track ongoing project status, dispatch schedules, installation timelines, and completion reports

Coordinate client meetings, vendor meetings, and internal discussions

Maintain records of BOQs, quotations, invoices, purchase orders, and project files

Support operations team in manpower coordination and material dispatch tracking

Coordinate with site teams regarding project execution requirements and updates

Handle vendor follow-ups for pending materials, deliveries, and approvals

Ensure smooth communication flow between management and operational departments

Maintain office reports, trackers, attendance records, and administrative documentation

Assist accounts and billing team with project-related paperwork and documentation

Support management in project scheduling and operational planning

Key Responsibilities

Managing office coordination activities and operational follow-ups

Maintaining project trackers and MIS reports

Coordinating with vendors, contractors, and suppliers

Handling documentation and filing systems

Preparing daily/weekly operational reports

Scheduling meetings and maintaining calendars

Coordinating dispatch and delivery updates

Handling internal communication between departments

Monitoring pending tasks and ensuring timely follow-ups

Supporting management in daily administrative operations

Coordination Requirements

The role requires regular coordination with:

Clients

Architects & Designers

Procurement Team

Production Team

Site Engineers

Installation Teams

Vendors & Contractors

Accounts Team

Operations Team

Management

Technical Skills Required

MS Excel (Mandatory)

MS Word & Email Communication

Project Coordination

Documentation Management

Vendor Coordination

MIS Reporting

ERP/CRM knowledge preferred

Basic understanding of BOQ & project workflow

Internet & office management tools

Soft Skills Required

Strong communication skills

Organizational ability

Multitasking capability

Time management

Problem-solving skills

Follow-up and coordination ability

Professional behavior

Team coordination

Attention to detail

KPIs / Performance Metrics

Timely coordination of operational tasks

Accuracy of reports and documentation

Project follow-up efficiency

Internal communication effectiveness

Vendor coordination efficiency

Reduction in operational delays

Documentation management accuracy

Team support and responsiveness

Experience Requirement

1–4 years of experience in office coordination/admin/operations

Candidates from retail fitout/interior/design/manufacturing industries preferred

Educational Qualification

Graduate in any discipline

BBA/B.Com/MBA preferred

Computer proficiency mandatory

Preferred Candidate Profile

Strong coordination and follow-up skills

Ability to manage multiple tasks simultaneously

Comfortable working in execution-driven environment

Professional communication and documentation skills

Female candidates preferred