Administrative Coordinator

Job Description (JD)

Position: Admin Coordinator

Job Summary

The Admin Coordinator is responsible for ensuring the smooth day-to-day functioning of the office by coordinating administrative activities, maintaining records, managing office facilities, supporting employees, coordinating with vendors, and ensuring compliance with company procedures. The role requires excellent organisational skills, attention to detail, and the ability to handle multiple tasks efficiently.

Key Responsibilities

Office Administration

• Ensure smooth day-to-day office operations.

• Maintain office cleanliness, housekeeping, and workplace discipline.

• Manage office stationery, pantry items, consumables, and other inventory.

• Coordinate maintenance of office equipment and facilities.

• Arrange repairs and preventive maintenance as required.

Documentation & Record Management

• Maintain administrative records, files, agreements, and registers.

• Keep digital and physical documents properly organised.

• Ensure confidentiality of company records.

• Maintain asset registers and office inventory records.

Employee Support

• Coordinate onboarding arrangements for new employees.

• Issue ID cards, access cards, and office assets.

• Coordinate travel bookings, hotel reservations, and transport arrangements.

• Assist employees with administrative requirements.

Asset Management

• Maintain records of laptops, desktops, mobile phones, furniture, tools, and office equipment.

• Coordinate asset allocation and return during employee joining and separation.

• Conduct periodic physical verification of company assets.

Courier & Communication

• Manage incoming and outgoing courier services.

• Maintain courier records.

• Coordinate dispatch of important documents and materials.

Compliance & Safety

• Ensure office complies with company policies.

• Coordinate fire safety equipment inspections.

• Support EHS (Environment, Health & Safety) initiatives.

• Assist during audits and inspections.

MIS & Reporting

• Prepare monthly administration reports.

• Track office expenses and budgets.

• Maintain attendance of housekeeping and support staff.

• Submit periodic inventory and asset reports.

Key Performance Indicators (KPIs)

• Office uptime and smooth operations.

• Timely completion of administrative requests.

• Stationery and consumable cost control.

• Vendor service performance.

• Accuracy of documentation and records.

• Asset tracking accuracy.

• Employee satisfaction with administrative support.

• Compliance with company policies and audit requirements.

Required Qualifications

• Graduate in any discipline.

Experience

• 0–2 years of experience in office administration or administrative coordination.

Required Skills

• Excellent communication skills.

• Strong organisational and multitasking abilities.

• Good knowledge of Microsoft Excel, Word, Outlook, and PowerPoint.

• Ability to prepare reports and maintain records.

• Time management and problem-solving ability.

• Professional attitude with attention to detail.