Program Coordinator

About Authentica Authentica is a leading provider of international education programming, specializing in creating transformative learning experiences for students across 25+ countries. Since 2013, we have successfully delivered 190+ programs to over 5000 participants, maintaining our commitment to academic excellence and cultural immersion. Position Overview We are seeking a detail-oriented Program Coordinator to support our operations team in managing vendor relationships and program logistics for our study abroad programs. This role is critical in ensuring smooth execution of multiple concurrent programs while maintaining high standards of service delivery. Contract Terms

• Initial 3-month probation period, followed by an offer for a full-time role based on performance
• Compensation: Rs. 6 lacs per annum (90% fixed, 10% variable), with first salary review after 1 year of employment

Primary Responsibilities Program Support (80%) Vendor Management o Coordinate with DMCs, hotels, transporters, guides, activity providers, and restaurants o Share and collect program-related information for logistics fulfillment o Maintain updated vendor database and communication records o Track vendor agreements and payments Program Logistics o Support the management of 35-40 programs annually o Assist in coordinating transportation arrangements o Handle accommodation bookings and modifications o Coordinate meal arrangements and dietary requirements o Support activity scheduling and confirmations Communication o Maintain regular communication with vendors o Document all vendor interactions and agreements o Update internal systems with relevant information o Support the Program Manager in daily communications Office Operations (20%) Facility Management o Oversee office maintenance and cleanliness o Manage housekeeping staff and contractors o Coordinate with facility service providers o Maintain office supplies inventory Administrative Support o Assist in maintaining office records o Support document organization and filing o Help coordinate office meetings and events o Handle basic office correspondence Required Qualifications

• Bachelor's degree in any field
• 1 to 3 years experience managing operations / vendor communications, ideally for a travel/logistics company
• Strong organizational and multitasking abilities
• Excellent communication skills in English
• Proficiency in MS Office suite, especially Excel
• Detail-oriented with strong follow-up skills
• Ability to pickup new technology suites (e.g. Zoho, Monday.com, etc.)

Key Competencies

• Strong attention to detail
• Extremely responsive
• Excellent time management
• Professional communication skills
• Problem-solving ability
• Team player mentality
• Ability to work under pressure
• Initiative-taking capability
• Aptitude for learning and using new technologies quickly

Reporting Structure Reports directly to: Head of Operations Key InteractionsUpward Communication

• Daily updates to Senior Program Manager on vendor coordination and program logistics
• Weekly status reports to Head of Operations on office management
• Monthly performance reviews with Senior Program Manager

Cross-Functional Collaboration

• Sales Team: Supporting proposal preparation with vendor information
• Finance Team: Vendor payments and budget tracking
• Academic Team: Program logistics coordination
• Customer Service: Vendor-related issue resolution

External Communication Vendors and Service Providers o DMCs (Destination Management Companies) o Hotels and Accommodation Providers o Transportation Services o Activity Providers o Guides o Restaurants o Facility Management Contractors Communication Protocols 1. Regular Updates

• Daily end-of-day summary to Senior Program Manager
• Weekly office management report to Head of Operations
• Monthly vendor relationship status report

2. Escalation Path

• First Level: Senior Program Manager
• Second Level: Head of Operations
• Third Level: COO (for critical issues only); in the absence of a COO, to the CEO

3. Decision-Making Authority

• Independent decisions on routine vendor communications
• Senior Program Manager approval required for:

o New vendor onboarding o Budget-impacting changes o Schedule modifications

• Head of Operations approval required for:

o Office management expenditures o Facility management changes o Vendor contract modifications Working Hours & Location

• Full-time position (40-45 hours/week)
• Monday through Friday
• Office hours: 10am-7pm/9am-6pm
• Based at Authentica office in Pune
• May require occasional extended hours based on program needs

  Growth Opportunity

• Potential for full-time role after 3-month contract
• Regular performance reviews
• Opportunity to learn about international education industry
• Exposure to global programs and operations