ROLE
The Administration Coordinator is responsible for ensuring the smooth and efficient operation of daily administrative activities. This role involves coordinating office operations, Logistic, procurement, housekeeping office security, maintaining records, managing schedules, and supporting other departments as needed.
KEY FUNCTIONS AND RESPONSIBILITIES
- Oversee day-to-day office operations, ensuring a productive and organized work environment.
- Manage office supplies inventory and place orders as needed.
- Ensuring proper housekeeping of office premise
- Ensuring the safety and security of office premise
- Provide administrative support to management, including scheduling meetings, preparing reports, and maintaining filing systems.
- Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
- Coordinate between departments to streamline processes and ensure timely completion of tasks.
- Organize company events, meetings, and training sessions.
- Compliance and Documentation:
- Maintain accurate and up-to-date records, including employee files, vendor contracts, and operational documentation.
- Ensure compliance with company policies and regulatory requirements.
- Coordinate the procurement of goods and services as per organizational needs.
- Prepare and process purchase orders, ensuring accuracy and compliance with budgets.
- Identify and evaluate potential suppliers to ensure quality and cost-efficiency.
- Maintain positive relationships with vendors and negotiate favourable terms.
- Inventory and Supply Chain:
- Monitor inventory levels and coordinate replenishments to avoid shortages.
- Collaborate with warehouse and logistics teams to ensure timely delivery of goods.
- Address administrative issues and recommend improvements to enhance efficiency.
- Analyse procurement data to identify cost-saving opportunities.
- Provide regular reports on procurement activities and budgets.
- Assist in preparation of admin function budget e.g. travel, office supplies and services (stationery, internet, facilities) in consultation with program team and ensure effective monitoring over admin budget.
Requirements
- Education: Bachelor’s degree, preferably in supply chain management, Business Administration, or a related field.
Experience:
- Minimum 3 years of experience in procurement, purchasing, or supply chain management.
- Strong negotiation and analytical skills.
- Proficiency in procurement software and Microsoft Office Suite.
- Excellent attention to detail and problem-solving abilities.
- Spoken, reading & written fluency in English & Hindi is essential.
