Job Title: Office Administrator (Operations & Executive Support)
Company: VRT Management Group
Location: Santosh Nagar, Hyderabad, India (Onsite)
Experience: 0-1 years in Office Administration / Executive Support / Operations
Employment Type: Full-time
About VRT Management Group
VRT Management Group is an entrepreneurial consulting company founded in 2008 in the USA, with a mission to empower small and medium-scale business leaders across the United States.
With our expanding operations in Hyderabad, we are building a high-performing team to scale our impact through programs such as EGA, EGOS, and Entrepreneur Excellence.
We are now looking for a highly disciplined and detail-oriented Office Administrator who can ensure smooth business operations, strong coordination, and excellence across the organization.
Role Overview
As an Office Administrator, you will serve as the central coordination engine of the organization — ensuring operational discipline, leadership effectiveness, and smooth day-to-day execution.
This role directly supports the Managing Director and leadership team by managing financial administration, executive coordination, office operations, and cross-functional follow-ups.
If you are highly organized, strong in follow-ups, and thrive in a fast-paced entrepreneurial environment — this role is for you.
Key Responsibilities
• Own end-to-end financial administration and invoicing including invoice creation, tracking, payment follow-ups, and maintaining accurate financial records (expenses, vouchers, bills, reimbursements).
• Manage executive coordination and calendar operations by scheduling meetings, avoiding conflicts, sending reminders, preparing agendas, and ensuring smooth execution of leadership schedules.
• Capture meeting minutes (MOM), maintain action trackers, and ensure timely follow-up and closure of decisions, commitments, proposals, and approvals.
• Ensure smooth office operations and administration, including managing supplies, coordinating with vendors, maintaining office readiness, and handling administrative infrastructure.
• Maintain structured task tracking and team follow-up systems to monitor deadlines, progress, delays, and completion status across teams, with timely escalation of blockers.
• Coordinate with internal teams (content, operations, leadership) to ensure on-time submission, approvals, and execution of deliverables.
• Support recruitment and HR coordination by screening profiles, managing candidate trackers, posting jobs, and organizing interview processes.
• Assist in marketing and lead management activities, including maintaining lead databases, executing outreach (email/LinkedIn), and supporting campaign coordination.
• Execute content posting and social media coordination as per planned schedules to ensure consistency.
• Maintain organized documentation and record management systems for financial, administrative, • operational, and coordination activities.
• Drive execution discipline across the organization through consistent follow-ups, tracking, and structured reporting to leadership.
• Continuously improve systems and processes by adapting to a fast-paced, evolving (VUCA) business environment, while leveraging tools (including AI) effectively.
Required Skills and Experience
- 0-1 years in Office Administration / Executive Support / Operations
- Strong experience in invoicing, expense tracking, and documentation
- Proven ability in calendar management and meeting coordination
- Excellent follow-up, tracking, and execution discipline
- Proficiency in MS Excel, Google Workspace
- Familiarity with Zoho Books / accounting tools (preferred)
- Strong communication and coordination skills
- High ownership, attention to detail, and confidentiality
Education & Certifications
Education:
- Bachelor’s degree in Business Administration, Commerce, Management, or related field
Preferred Certifications:
- MS Office / Advanced Excel
- Tally / Zoho Books / Accounting tools
- Executive Assistance / Office Administration
- HR coordination or Digital Marketing basics (added advantage)
Who This Role is For
- Someone who thrives on structure, discipline, and follow-through
- Highly organized with strong attention to detail
- Comfortable working closely with leadership
- Strong at multi-tasking and coordination across teams
Takes ownership and ensure things get done
Shubham Vishwakarma
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About VRT Management Group
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