Job Summary:

The Office Coordinator is responsible for ensuring the smooth day-to-day operations of the office. This role involves administrative support, coordination among departments, office maintenance, vendor management, and ensuring a well-organized, efficient work environment. The ideal candidate is proactive, detail-oriented, organized, and has excellent communication and multitasking skills.

Key Responsibilities:

Administrative Support

Greet visitors and direct them appropriately.
Answer and route phone calls, emails, and other correspondence.
Schedule meetings, appointments, and manage calendars.
Maintain and organize office files and records, both physical and digital.
Assist HR and other departments with document preparation and internal communication.

Office Operations

Ensure the office is clean, organized, and well-maintained.
Order and manage office supplies, equipment, and pantry stock.
Coordinate maintenance and repairs for office equipment and facilities.
Oversee mail distribution, couriers, and document dispatch.
Maintain an efficient filing system (hardcopy & digital).

Coordination & Communication

Liaise between departments for inter-office coordination.
Coordinate with vendors, suppliers, and service providers.
Support event planning for office activities, meetings, and employee engagement events.
Assist with onboarding arrangements for new employees (desk setup, access cards, etc.).

Finance & Reporting Support (if applicable)

Assist with petty cash management and office expense reports.
Track utility bills, office supply expenses, and service invoices.

Qualifications:

Bachelor’s degree in Business Administration, Management, or related field (preferred).
1–3 years of experience in office administration or coordination roles.
Proficient in MS Office Suite (Word, Excel, Outlook, PowerPoint).
Strong organizational and multitasking abilities.
Excellent verbal and written communication skills.
Professional attitude and appearance.
Ability to work independently and collaboratively in a fast-paced environment.

Preferred Skills:

Experience working in HR or Admin support roles is a plus.
Familiarity with office management software or tools (e.g., Trello, Slack, Zoho, etc.).
Basic understanding of finance or procurement processes.

Work Environment:

Office-based position with standard working hours.
May require occasional overtime or weekend availability for events or urgent tasks.

The Hiring

Office Coordinator