Admin Coordinator

Roles and responsibilities

• Role Purpose This entry-level position aims to provide the incumbent with an opportunity to gain experience in their chosen field. The role will involve various tasks that support the department's operations, providing valuable insights into the workings of a professional environment.
• Impact & Scope The successful candidate will support their department in various tasks, contributing to the team's overall efficiency and productivity.
  

Duties & Responsibilities:

This role will take direction from the Line manager and any other team member assigned by the line manager or HOD. Day-to-day tasks will include:

• Assisting with day-to-day operations within the department.
• Providing administrative support to team members.
• Organizing and maintaining departmental documents, maintaining accurate data records, and generating reports as needed.
• Participating in team meetings and contributing ideas and feedback.
• Handling inquiries and requests from internal and external stakeholders.
• Coordinating and scheduling meetings, appointments, and events within the team and with external stakeholders as required.
• Preparing meeting agendas, taking minutes, and distributing them as needed.
• Supporting the team with research and data collection for various projects.
• Providing support in the preparation and review of presentations and other documents.
• Contributing to process improvement initiatives within the department
  

What you need to be successful

Qualifications & experience:

• High school diploma or above education.
• Prior experience in an administrative support role is an advantage, but not essential
  

Skills and attributes:

• Familiarity with basic computer applications such as Microsoft Office.
• Strong organizational and time management skills.
• Good verbal and written communication skills.
• Ability to work independently and as part of a team.
• Attention to detail and accuracy in completing tasks.
• Professional demeanor and positive attitude.
• Willingness to learn and take on new responsibilities as needed.
• Ability to maintain confidentiality of sensitive information.

Desired candidate profile

. Organizational Skills

• Ability to manage multiple tasks and prioritize them effectively.
• Organizing schedules, meetings, and office resources.

2. Communication Skills

• Strong written and verbal communication abilities to liaise with team members, clients, and vendors.
• Ability to draft emails, reports, and other formal documentation.

3. Time Management

• Efficient in scheduling appointments, meetings, and other activities while managing deadlines.
• Can effectively balance urgent tasks with longer-term projects.

4. Attention to Detail

• Ensuring accuracy in data entry, record keeping, and managing documents.
• Reviewing information for errors before submitting or sharing.

5. Problem-Solving

• Addressing and resolving administrative issues as they arise.
• Ability to find solutions to logistical challenges or scheduling conflicts.

6. Project Management

• Overseeing various projects, coordinating tasks, and ensuring deadlines are met.
• Familiarity with project management tools like Trello, Asana, or Monday.com.

7. Tech Savvy

• Comfortable using office software (Microsoft Office Suite, Google Workspace) and other administrative tools.
• Proficiency in managing digital filing systems, spreadsheets, and databases.

8. Customer Service

• Helping clients or team members by providing assistance or answering queries.
• Handling phone calls, emails, and in-person inquiries in a friendly and professional manner.

9. Teamwork & Collaboration

• Ability to work effectively within a team and collaborate on shared projects.
• Understanding the needs of different departments and assisting them as needed.

10. Adaptability/Flexibility

• Willingness to adjust to changing priorities, tasks, or organizational needs.
• Able to quickly learn new processes and systems.

11. Financial Management

• Handling basic budgeting, invoicing, or financial tracking when needed.
• Managing office supplies and expenses.

12. Confidentiality and Discretion

• Handling sensitive or confidential information appropriately.
• Maintaining a high level of trust when managing records or business data.