Administration Coordinator
Job Title: Administration Coordinator
Department: Administration / Operations Support
Reports To: Office Manager / Contract Manager
Overall Purpose:
To provide comprehensive administrative and logistical support to the operations team, ensuring smooth day-to-day office functioning, efficient document flow, and excellent internal and external customer service. This role is the organizational hub for non-technical operations.
Key Responsibilities:
- Office Administration: Manage front desk activities, including answering phones, directing inquiries, and handling mail. Maintain office supplies and equipment.
- Scheduling & Coordination: Coordinate meetings, appointments, and travel arrangements for management and technical staff. Book meeting rooms and prepare agendas.
- Document Management: Assist in the creation, formatting, filing, and distribution of reports, memos, presentations, and routine correspondence.
- Data Entry & Reporting: Input data into various systems (e.g., CAFM, HR, inventory). Generate standard reports and assist with data compilation for management reviews.
- Procurement Support: Raise purchase requisitions, process invoices for payment, and liaise with vendors for administrative supplies and services. Track purchase orders.
- Client & Visitor Liaison: Greet clients and visitors, ensuring a professional welcome. Coordinate site access badges and inductions for visitors and new staff.
- Team Support: Provide direct administrative support to managers and supervisors, including minute-taking, follow-up on action items, and maintaining team calendars.
Qualifications & Skills:
- High school diploma required; administrative certification or diploma preferred.
- Proven experience in an administrative or coordinator role.
- Exceptional organizational and time-management skills.
- Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent verbal and written communication skills.
- Strong attention to detail and problem-solving attitude.
