Operations Executive

About the Role

Advito Global, a marketing and business development firm serving automotive dealerships, real estate developers, and hospitality brands, is looking to hire an Operations Executive. This individual will oversee the operational delivery aspects of the business, acting as the central point of knowledge for all active projects—knowing ownership, deadlines, and any obstacles encountered.

English Communication Requirement

Exceptional English communication skills are critical for this role and will be the primary screening criterion:

• Conduct calls confidently and fluently with dealership owners, developers, and senior clients, using grammatically correct and clear spoken English without hesitation.
• Produce precise, professional, and error-free monthly client reports representing the company.
• Handle daily email and client communications with polished written English.
• Only applications demonstrating high-level English proficiency will be considered; conversational proficiency is insufficient.
• Kannada and Hindi skills with excellent English are highly advantageous due to vendor and client demographics.

Key Responsibilities

Task and Workflow Management

• Manage the central task board by breaking down client work into specific tasks, assigning responsible persons, setting deadlines, and updating status daily.
• Lead the daily stand-up meetings and weekly planning sessions.
• Monitor team capacity to ensure delivery timelines are realistic and flag any risks early.
• Proactively follow up on blockers and escalate issues requiring decisions promptly.
• Maintain an up-to-date delivery calendar ensuring no conflicts between campaign, shoot, and publishing dates.
• Create and preserve process documentation to ensure knowledge continuity.

Client Management and Reporting

• Serve as the primary coordination contact for assigned accounts.
• Respond quickly to client requests, clarify action plans and timelines, and confirm completion.
• Oversee end-to-end preparation and timely distribution of monthly client reports including data verification and narrative writing.
• Participate in monthly client review meetings, take minutes, and convert discussions into actionable tracked tasks.
• Maintain accountability for all client commitments made during calls, ensuring none are overlooked.
• Alert clients proactively about any expected delays or issues before they arise on their end.
• Keep detailed and accurate records of accounts including scope, deliverables, contacts, billing, and renewal dates.

Vendor Management

• Identify and shortlist vendors across multiple categories such as printing, production, fabrication, equipment rentals, and freelance professionals.
• Conduct negotiations to secure competitive rates and terms, ensuring comparison of at least two quotes for significant purchases.
• Issue purchase requests, track deliveries, and validate that received goods and services match orders.
• Manage vendor schedules to guarantee that client deadlines are met without relying on unconfirmed promises.
• Coordinate with the accounts team regarding invoices, payment timelines, and required documentation.
• Maintain a current vendor directory recording rates, lead times, quality feedback, and reliability histories.

Candidate Requirements

• At least 2 years’ professional experience in operations, project coordination, account management, client servicing, or similar roles involving delivery responsibility.
• Experience in agency, media, or service industries preferred.
• Exceptional verbal and written English communication skills as outlined above.
• Strong natural organization skills—comfortable working with trackers, lists, and follow-ups as part of daily routine.
• Numeracy and analytical ability to interpret reports and identify discrepancies prior to client queries.
• Proficiency in Google Sheets or Microsoft Excel and familiarity with at least one task management tool such as Trello, Asana, ClickUp, Notion, or Jira.

Ownership and Attitude Expectations

• Take full responsibility for assigned tasks until completion, including actively chasing, escalating, and not waiting for reminders.
• Communicate deadlines and delays proactively to colleagues and vendors without hesitation.
• Develop missing processes independently rather than waiting to be instructed.
• Present challenges to managers along with potential solutions.
• Adapt flexibly to shifting priorities within a small-team environment.