Office Coordinator

In-Person interview required for final round

R Systems is a leading digital product engineering company that designs and develops chip-to-cloud software products, platforms, and digital experiences that empower its clients to achieve higher revenues and operational efficiency. Our product mindset and engineering capabilities in Cloud, Data, AI, and CX enable us to serve key players in the high-tech industry, including ISVs, SaaS, and Internet companies, as well as product companies in telecom, media, finance, manufacturing, and health verticals.

We Are Great Place to Work Certified in 10 countries with a full-time workforce [India, USA, Canada, Poland, Romania, Moldova, Indonesia, Singapore, Malaysia & Thailand]! We are recognized as one of the Best Tech Brands 2024 by the Times Group and India's Top 500 Value Creators 2023 by Dun & Bradstreet.

Seeking a reliable, highly organized Office Coordinator to support day today administrative operations, provide coordination support for projects, and assist with office management activities. This role provides direct administrative support to a Vice President and their direct reports and works closely with project managers and internal teams to keep work organized, moving forward, and on track.

• 3–5 years of experience in administrative, office coordination, and/or project support roles
• Experience supporting a senior leader (Senior Director or VP level)
• Demonstrated ability to manage competing priorities, multitask effectively, and operate with minimal direction

• Experience supporting a VP/Director level leader (ideally multiple leaders)
• Complex calendar management, including conflict resolution, prioritization, and timezone coordination
• Meeting coordination, including agendas, logistics, notes/minutes, and action item tracking
• Expense report preparation, submission, and tracking
• Preparation of routine materials such as presentations, reports, and organizational updates
• Proven ability to handle confidential information with professionalism and discretion
• Strong organizational skills with the ability to prioritize competing demands
• Ability to manage multiple tasks and shifting priorities with minimal supervision
• High attention to detail and strong followthrough to ensure closure
• Comfort working independently in a fast-paced environment

• Support daily office operations and logistics (visitors, conference rooms, supplies)
• Coordinate office supplies and workspace need, including requests, replenishment, and vendor support
• Serve as a point of contact for routine office inquiries and requests
• Assist with basic facilities coordination, including ticket submission, followup, and escalation
• Onboarding coordination for new hires (workspace, equipment requests)

• Clear, professional written and verbal communication skills
• Confidence interacting with executives and cross‑functional teams
• Ability to follow up, elevate appropriately, and ensure timely resolution
• Professional presence with a strong customer‑service mindset

• Strong proficiency in Microsoft Outlook
• Working knowledge of Word, Excel, Power Point
• Ability to quickly learn and adapt to internal tools and systems (ticketing, travel/expense, collaboration tools)

• Experience supporting a PMO or program environment and tracking multiple work streams
• Familiarity with basic project artifacts (action trackers, status updates, RAID logs)
• Comfort maintaining cadence and nudging stakeholders to ensure progress

• Experience improving admin/office processes (templates, playbooks, repeatable workflows)
• Ability to build simple tracking systems (Excel lists, SharePoint libraries)
• Continuous improvement mindset (identifies friction and proposes solutions)

• Share Point
• MSFT Project, Jira

• Frequent Internal Hackathons
  :
  Engage in dynamic competitions with exciting prizes to keep your skills sharp.
• Cultural Celebrations
  :
  Strengthen our familial bonds through shared…