Admin Coordinator
Job Title: Administrative Coordinator
Department: Administration
Reports To: Office Manager or Department Head
Job Summary:
The Administrative Coordinator is the operational backbone of the office, ensuring smooth day-to-day administrative functions. This role requires a highly organized and proactive individual responsible for coordinating office activities, managing communications, handling sensitive information, and providing support to staff and management. The ideal candidate is a master multi-tasker with excellent communication skills and a keen eye for detail.
Key Responsibilities:
- Office Management:
- Maintain office supplies inventory by checking stock, anticipating needs, and placing orders.
- Manage office equipment, including printers, copiers, and scanners, and coordinate maintenance and repairs.
- Ensure the common areas (e.g., meeting rooms, kitchen) are tidy and well-organized.
- Communication & Correspondence:
- Act as the first point of contact for the office, answering and directing phone calls and welcoming visitors.
- Draft, proofread, and distribute internal and external communications, including emails, memos, and letters.
- Manage incoming and outgoing mail and courier packages.
- Scheduling & Support:
- Coordinate meeting and conference room schedules.
- Assist in arranging travel and accommodations for staff, if required.
- Provide administrative support to the management team, including calendar management and preparing meeting agendas.
- Record Keeping & Data Management:
- Create and maintain filing systems, both electronic and physical.
- Assist in the preparation of regularly scheduled reports.
- Enter and update data in company databases with a high degree of accuracy.
Qualifications and Skills:
- High school diploma required; Associate’s or Bachelor’s degree in Business Administration or related field preferred.
- Proven experience as an administrative coordinator or in a similar role.
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
- Excellent written and verbal communication skills.
- Strong organizational and time-management abilities.
- Discretion and confidentiality when handling sensitive information.
