RedandBlue Applied Innovations Private Limited is looking for a professional, well-organized and dependable **Front Office & Executive Coordinator** to manage front-office activities while providing administrative and executive support to the Managing Director. The role involves managing calendars and appointments, coordinating meetings, welcoming visitors, handling business correspondence, preparing Minutes of Meetings (MoMs), tracking action items and ensuring timely follow-ups with employees, clients, vendors and other stakeholders. We are looking for someone with **excellent communication skills, a professional personality, strong organizational abilities and the discretion to handle confidential information**. The ideal candidate should be proactive, technology-friendly, comfortable interacting with senior professionals and capable of independently managing multiple responsibilities in a dynamic corporate environment.

About RedandBlue

RedandBlue Applied Innovations Private Limited is a technology and innovation company providing Product Development, Cloud Enterprise Services, Cybersecurity, Managed IT Services, Data Analytics, ERP Solutions and AI/ML-enabled services.

We also develop technology platforms, including OfficeGx ERP and eLegum, our legal technology platform.

About the Role

RedandBlue is looking for a professional, well-organized and dependable Front Office & Executive Coordinator to manage front-office activities while providing administrative and executive support to the Managing Director.

The role involves managing calendars and appointments, coordinating meetings, welcoming visitors, handling business correspondence, preparing Minutes of Meetings (MoMs), tracking action items and ensuring timely follow-ups with employees, clients, vendors and other stakeholders.

This is more than a conventional receptionist position. The role combines front-office management, executive assistance, business communication, meeting coordination and management follow-ups.

We are looking for someone with excellent communication skills, a professional demeanor, strong organizational abilities and the discretion to handle confidential information.

Key Responsibilities

1. Front Office & Visitor Management

• Manage the Company's front desk and reception activities in a professional and welcoming manner.
• Receive, greet and assist visitors, clients, candidates, vendors and business associates.
• Manage incoming telephone calls and route inquiries to the appropriate employees or departments.
• Maintain visitor records and coordinate visitor access where required.
• Coordinate client visits, interviews, business meetings and other office appointments.
• Ensure meeting rooms and visitor areas are prepared before scheduled meetings.
• Coordinate refreshments, seating arrangements and other meeting hospitality requirements.
• Handle incoming and outgoing couriers, deliveries and general correspondence.
• Maintain a professional, organized and presentable reception environment.
• Represent the Company professionally in interactions with visitors and external stakeholders.

2. Executive Assistance to the Managing Director

• Provide day-to-day executive and administrative support to the Managing Director.
• Manage the Managing Director's calendar, appointments, schedules and business commitments.
• Schedule, confirm and coordinate internal and external meetings.
• Identify scheduling conflicts and proactively coordinate necessary adjustments.
• Maintain reminders for important meetings, deadlines, commitments and follow-ups.
• Prioritize and organize meeting requests based on urgency and business requirements.
• Coordinate with employees, clients, vendors, consultants and other stakeholders on behalf of the Managing Director, as authorized.
• Prepare and organize meeting agendas, presentations, reports and supporting documents.
• Coordinate business travel, accommodation and related arrangements when required.
• Maintain organized records of important management correspondence and documentation.
• Follow up on pending management instructions and communicate relevant updates.
• Handle confidential business and management information with discretion and professionalism.

3. Meeting Coordination & Minutes of Meetings

• Schedule and coordinate internal meetings, client meetings, management discussions and business reviews.
• Arrange meeting rooms, video conferencing facilities and required meeting materials.
• Prepare meeting agendas and circulate relevant information to participants.
• Attend designated meetings and prepare accurate Minutes of Meetings (MoMs).
• Document key discussions, decisions, assigned responsibilities and agreed deadlines.
• Circulate meeting minutes to relevant participants after appropriate review.
• Maintain meeting records and action-item trackers.
• Follow up with responsible employees and stakeholders on pending action items.
• Escalate overdue or unresolved items to management when necessary.
• Ensure important decisions and commitments are properly documented and tracked.

4. Email & Business Communication Coordination

• Draft, format and organize professional business emails and correspondence.
• Assist the Managing Director with routine email coordination and follow-ups.
• Monitor designated shared or delegated business mailboxes as authorized.
• Identify communications requiring attention, response or follow-up.
• Prepare email drafts, reminders and meeting confirmations.
• Coordinate communication between management, employees, clients, vendors and external stakeholders.
• Maintain professional communication standards across email, telephone and other approved business channels.
• Organize correspondence and maintain records of important communications.
• Ensure timely responses and follow-ups on routine administrative matters.
• Exercise appropriate judgment and confidentiality when handling sensitive correspondence.

5. Business Coordination & Administrative Support

• Assist management with routine business coordination and administrative activities.
• Coordinate with internal departments to obtain updates on assigned tasks and ongoing activities.
• Maintain task lists, follow-up registers and management action trackers.
• Support the scheduling and coordination of customer meetings, product demonstrations and business discussions.
• Assist with preparing and organizing routine business documents, letters, reports and presentations.
• Coordinate appointments and communication with external consultants, service providers and business partners.
• Assist with organizing company events, internal meetings and employee engagement activities.
• Coordinate with the Finance & Business Operations team on administrative requirements, vendor matters and supporting documentation.
• Support routine office operations and provide administrative assistance where required.
• Undertake other reasonable executive coordination and office administration responsibilities aligned with the role.

6. Documentation & Digital Tools

• Maintain organized electronic and physical records of executive and administrative documentation.
• Prepare professional documents, spreadsheets, presentations and meeting summaries.
• Use Microsoft Outlook or equivalent tools for email and calendar management.
• Use Microsoft Word, Excel, PowerPoint and other productivity applications for routine work.
• Maintain calendars, task trackers, meeting schedules and action-item records using approved digital tools.
• Support the use of OfficeGx ERP and other internal applications for relevant administrative activities.
• Identify opportunities to improve scheduling, communication, documentation and coordination workflows.
• Adopt new productivity and AI-assisted tools where approved by the Company.

Qualifications & Experience

• Bachelor's degree in Business Administration, Commerce, Management, Arts or another relevant discipline.
• 1–3 years of relevant experience in front-office administration, executive assistance, office coordination, corporate reception or a similar role.
• Excellent written and verbal communication skills in English.
• Professional telephone etiquette and interpersonal communication skills.
• Experience managing calendars, appointments and business meetings.
• Ability to prepare professional emails, meeting minutes and routine business documentation.
• Good working knowledge of Microsoft Office applications.
• Strong organizational, multitasking and time-management skills.
• Comfortable learning and using business software and digital productivity tools.
• Ability to handle confidential information responsibly.

Preferred Experience

• Previous experience supporting senior management, directors or executives.
• Experience working in an IT company, corporate office or professional services organization.
• Familiarity with Outlook, Microsoft Teams, Zoom or similar communication platforms.
• Experience coordinating client meetings and preparing Minutes of Meetings.
• Good communication skills in Telugu or Hindi in addition to English.
• Experience handling front-office responsibilities alongside executive or administrative coordination.

Who Would Be a Good Fit?

We are particularly interested in someone who is:

• Professional, courteous and presentable in a corporate environment.
• Confident communicating with clients, senior professionals and business associates.
• Well-organized and capable of managing multiple schedules and responsibilities.
• Proactive in sending reminders, tracking commitments and following up on pending tasks.
• Detail-oriented when preparing correspondence, documents and meeting minutes.
• Trustworthy and discreet when handling confidential management information.
• Comfortable taking ownership of responsibilities without continuous supervision.
• Technology-friendly and willing to learn new applications and productivity tools.
• Calm, resourceful and professional when handling unexpected requests or changing priorities.
• Dependable, punctual and committed to maintaining high standards of professional conduct.

Why Join RedandBlue?

This role offers an opportunity to work closely with the Company's leadership while gaining exposure to executive administration, business communication, client coordination and corporate operations.

You will work in a technology-driven environment and interact with professionals across Product Development, Cloud Services, Cybersecurity, ERP Solutions, AI/ML and other business functions.

As the organization grows, the position offers opportunities to develop into broader responsibilities in Executive Administration, Office Management or Business Operations Coordination.

Job Details

• Job Title: Front Office & Executive Coordinator
• Company: RedandBlue Applied Innovations Private Limited
• Experience: 1–3 Years
• Employment Type: Full-Time
• Work Mode: Work from Office
• Location: Suite 14, 10th Floor, North Wing, EON Hyderabad, Financial District, Nanakramguda, Hyderabad – 500032, Telangana