Project Coordinator/Administrator

Executive Assistant to Managing Director – Projects & Strategic Coordination

A High-Impact Role | Direct MD Exposure | Fast-Track Career Growth

Are you someone who loves challenges, takes ownership, enjoys working with different people, and believes in getting things done?

Are you looking for a career, not just a job?

We are looking for a dynamic, confident, highly energetic and career-driven professional who can work closely with the Managing Director and play a key role in coordinating, integrating and streamlining business operations.

This is not a conventional Personal Assistant or administrative position.

It is a high-responsibility, execution-driven role combining Executive Assistance, Project Coordination, Business Operations and Strategic Follow-ups.

About the Opportunity

The organization is an established manufacturing business currently operating through multiple outsourced partners, consultants and service providers. As part of its expansion and greenfield project development, the company is working towards bringing various functions and operations in-house.

The selected professional will work directly with the Managing Director and act as a central coordination point between consultants, manufacturing teams, export authorities, shipment partners, departmental heads and other stakeholders.

The objective is simple: Bring everyone together, ensure work moves faster, resolve coordination gaps and reduce the Managing Director's operational workload.

Key Roles & Responsibilities

Managing Director's Office Coordination

Work closely with the MD to understand business priorities and ensure timely execution.

Coordinate with different departments, consultants and external agencies on behalf of the MD.

Track pending assignments, deadlines, commitments and deliverables.

Prepare consolidated progress reports and regular updates for the MD.

Handle professional communication, correspondence and client follow-ups on behalf of the MD's office.

Identify issues requiring the MD's attention and ensure timely escalation.

Project Management & Execution

Coordinate activities related to the greenfield project and business expansion.

Follow up with consultants, vendors, agencies and departmental heads to ensure timely task completion.

Maintain project timelines, action trackers and status reports.

Identify delays, coordination gaps and operational bottlenecks.

Facilitate quick resolution of issues by bringing the right people together.

Ensure that meetings, discussions and decisions translate into actual results.

Manufacturing, Export & Shipment Coordination

Coordinate with manufacturing teams and outsourced production partners.

Follow up on production schedules, commitments and delivery timelines.

Liaise with export-related authorities, logistics agencies, shipping partners and other relevant stakeholders.

Track shipment progress, documentation requirements and pending approvals.

Coordinate across functions to ensure smooth execution and timely dispatches.

Consultant & Stakeholder Management

Act as a common coordination point for consultants working across different business functions.

Collect periodic reports, updates and action plans from consultants and internal teams.

Monitor agreed deliverables and ensure accountability.

Follow up firmly yet professionally with senior consultants, departmental heads and external partners.

Build strong working relationships while ensuring that deadlines and commitments are respected.

Business Process Integration & Streamlining

Support the transition of outsourced activities towards structured in-house operations.

Help establish reporting systems, coordination mechanisms and follow-up processes.

Identify opportunities to improve efficiency, communication and turnaround time.

Bring greater clarity, discipline and accountability into day-to-day business operations.

Who Are We Looking For?

We are looking for someone who has

Excellent communication skills: Confident in interacting with senior professionals, consultants, clients and external authorities.

Strong personality and professional presence: Presentable, assertive, influential and capable of representing the MD's office.

Execution mindset

Someone who doesn't simply forward messages but takes ownership until the work is completed.

Persistence with patience

Capable of getting work done from people across different seniority levels without damaging professional relationships.

Decision-making ability

Quick to assess situations, take appropriate decisions within authority and escalate when required.

Collaboration skills

Enjoys working with different teams, personalities and professional backgrounds.

Multitasking ability

Comfortable managing multiple priorities in a fast-paced environment.

Learning attitude

Curious to understand manufacturing, exports, projects, business operations and management.

Flexibility

Willing to travel whenever business requirements demand.

Career Growth & Rewards

This position offers much more than a conventional Executive Assistant role.

You will have the opportunity to work directly with the Managing Director, understand multiple business verticals and actively contribute to the company's expansion journey.

For a high-performing individual, the role can open opportunities for significantly greater responsibilities, leadership exposure and career progression.

Performance-linked salary review: An accelerated salary review may be considered within 3–6 months, based on measurable performance, business contribution, ownership of responsibilities and the extent to which the MD's operational workload is reduced.

How Will Your Performance Be Measured?

Your success will be evaluated on

Timely completion of assigned tasks and project milestones.

Effectiveness of coordination with consultants, vendors and departments.

Reduction in pending work, delays and follow-up requirements.

Accuracy and timeliness of reports submitted to the MD.

Improvement in operational efficiency and p