Job Position: Office Coordinator

Job Summary:

We are looking for an Office Coordinator, who is responsible for managing daily office operations to ensure efficiency and organization, serving as a central point of contact for internal and external stakeholders. The position holder will be responsible for managing supplies and equipment, coordinating and facilities meetings, supporting new employee onboarding, handling correspondence, and assisting with various administrative and special projects.

Duties and Responsibilities

• Oversee daily office operations to ensure a smooth and professional work environment;
• Manage office supplies, equipment, and facilities, ensuring timely procurement, maintenance, and availability;
• Coordinate with service providers (cleaning, security, utilities, etc.) to maintain a safe and efficient workplace;
• Act as the primary point of contact for internal and external communications, ensuring timely responses;
• Schedule and coordinate meetings, appointments, and travel arrangements for staff and management;
• Draft, proofread, and distribute correspondence, reports, and presentations as required;
• Assist in onboarding new employees, including orientation and workspace preparation;
• Maintain accurate employee and office records, including attendance, leave management, and contact lists;
• Support finance with petty cash handling, invoice processing, and expense reporting;
• Organize company events, staff meetings, and workshops, including logistics, catering, and materials;
• Coordinate travel bookings, accommodations, and itineraries for staff and visitors;
• Ensure proper filing and documentation (physical and electronic) of contracts, invoices, HR records, and office documents;
• Maintain confidentiality of sensitive information and compliance with organizational policies;
• Liaise with external vendors, suppliers, and contractors to negotiate contracts, ensure service delivery, and resolve issues;
• Build positive working relationships with stakeholders and represent the company professionally;
• Provide administrative and logistical support to senior management and various departments as required;
• Support special projects and initiatives by coordinating resources, tracking progress, and preparing reports.

Requirements

Academic qualification 

• Bachelor’s degree in Business Administration, Office Management, or a related field

Additional qualifications 

• Proficiency in MS Office Suite, office equipment, and scheduling tools;
• Excellent prioritization and time management skills;
• Excellent communication, organization, and multitasking abilities;
• Professional behavior with a focus on service excellence and problem resolution.
• Ability to work in a fast paced Environment and under pressure;
• Ability to handle sensitive information (employee data, contracts, finance) with integrity;
•  Abel to demonstrate welcoming and easy going personality
• Familiarity with basic Finance or HR processes

Years of experience: 2 – 4 years in administrative or office support roles in a fast paced environment is highly preferred

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