Administrative Coordinator

The Administrative Coordinator is responsible for coordinating daily administrative activities, maintaining office operations, managing documentation, and providing administrative support to management and other departments. The role ensures efficient office workflow, accurate recordkeeping, effective communication, and timely completion of administrative tasks in accordance with company policies and procedures.

coordination areas : Logistics, Sales , Admin (FEMALE CANDIDATES ONLY)

Key Responsibilities1. Administrative Support

• Coordinate day-to-day administrative and office activities.
• Provide administrative support to management and various departments.
• Prepare, format, and maintain reports, letters, memos, presentations, and other business documents.
• Manage office supplies, stationery, equipment, and inventory.
• Maintain an organized filing system for physical and electronic documents.

2. Coordination and Communication

• Coordinate meetings, appointments, and internal and external communications.
• Prepare meeting agendas, record minutes, and follow up on assigned action items.
• Liaise with employees, clients, suppliers, and service providers as required.
• Ensure timely circulation of information and documents between departments.
• Assist in coordinating company events, business travel, and other administrative arrangements.

3. Documentation and Record Management

• Maintain accurate administrative records, databases, and registers.
• Track incoming and outgoing correspondence and documents.
• Assist in preparing periodic administrative reports and summaries.
• Ensure proper document filing, retrieval, confidentiality, and version control.
• Monitor document expiry dates, renewals, and submission deadlines where applicable.

4. Operational and Office Coordination

• Coordinate office maintenance, cleaning, repairs, and other facility-related requirements.
• Follow up with vendors and suppliers regarding quotations, deliveries, invoices, and service requests.
• Monitor office expenses and maintain supporting documentation.
• Assist with purchase requisitions, invoice processing, and expense claims.
• Identify opportunities to improve administrative processes and office efficiency.

5. HR and Departmental Support

• Assist with employee onboarding documentation and personnel record maintenance.
• Coordinate leave records, attendance reports, and staff-related administrative requirements.
• Support HR, Finance, Procurement, and Operations teams with routine administrative tasks.
• Assist in preparing internal announcements, staff communications, and employee documentation.

6. Compliance and Confidentiality

• Ensure administrative activities comply with company policies and procedures.
• Maintain confidentiality of sensitive business, employee, and client information.
• Support internal audits and compliance reviews by providing relevant records.
• Follow up on pending approvals, document submissions, and administrative deadlines.

Qualifications and Experience

• Bachelor’s degree or diploma in Business Administration, Office Management, or a related field.
• 2–4 years of experience in administration, office coordination, or a similar role.
• Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, and PowerPoint.
• Experience with document management systems, ERP systems, or administrative software is an advantage.
• Strong written and verbal communication skills in English.
• Additional language skills are an advantage.

Required Skills and Competencies

• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Effective communication and interpersonal skills.
• Ability to multitask and prioritize competing deadlines.
• Strong problem-solving and follow-up skills.
• Professional attitude and customer-service orientation.
• Ability to handle confidential information responsibly.
• Ability to work independently and collaboratively across departments.

Key Performance Indicators (KPIs)

• Timely completion of administrative tasks and requests.
• Accuracy and completeness of records and documentation.
• Timely preparation and submission of reports.
• Effective coordination of meetings, schedules, and office activities.
• Compliance with document management and company procedures.
• Efficient management of office supplies and administrative expenses.
• Internal stakeholder satisfaction and responsiveness.

Working Relationships

The Administrative Coordinator will work closely with management, employees, HR, Finance, Procurement, Operations, external vendors, clients, and other relevant stakeholders.

General Responsibilities

The employee may be assigned additional administrative and coordination duties by management, provided they are consistent with the role, business requirements, and company policies.

Work Location: In person