Administrative Coordinator

Job Description

Job Description

The Administrative Coordinator provides high‑quality administrative, operational, and organizational support across HR, Administration, Operations, and the Managing Director. This role ensures smooth day‑to‑day execution, supports leadership and operations with scheduling and coordination, and maintains the administrative backbone that enables the business to run efficiently. The ideal candidate is proactive, detail‑oriented, collaborative, and committed to being a culture champion within the organization.

Key Responsibilities

Administrative Support

• Manage calendars, scheduling, travel coordination, and meetinglogistics
• Coordinate agendas (collect inputs, organize materials, distribute final versions)
• Capture and distribute meeting minutes andfollow‑upactions
• Maintain organized filing systems (digital)
• Support expense management, including tracking, coding, andsubmittingexpense reports
• Provideday‑to‑dayadministrative support to the Managing Director, ensuringtimelycommunication, preparation, andfollow‑throughon operational needs

HR & People Operations Support

• Assistwith onboardinglogistics(badges, equipment, paperwork, orientation scheduling)
• Support recruiting coordination: interview scheduling, candidate communication, posting roles(can serve as a back-up)
• Serve as aculture champion, reinforcing company values through communication, professionalism, and employee experience support

Office & Facilities Coordination

• Serve as point of contact for office supplies, vendors, maintenance, and facility needs
• Coordinate visitor management andfrontofficesupport
• Support safety, compliance, and facility documentation
• Assistwith event and meeting coordination, including onsite events, celebrations, and employee engagement activities

Operations & Project Support

• Manage and update the internal SharePoint site, ensuring documents, SOPs, and resources are current and accessible
• Track deadlines, deliverables, and administrative workflows
• Supportcross‑functionalprojects led by HR, Administration,Operations,and the Managing Director
• Coordinatelogisticsfor leadership meetings, HR meetings, and operational reviews
• Partner with the Operations department to coordinate administrative needs, track action items, support process documentation, and help ensuretimelyfollow‑throughon operational priorities
• Own the review and maintenance of recurring administrative and operational reports, ensuring data accuracy, consistency, andtimelyupdates; proactivelyidentifyand resolve discrepancies

Required Qualifications

• 2–3 years of administrative or coordination experience
• Strong organizational andtime‑managementskills
• Excellent written and verbal communication
• Proficiencyin Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and SharePoint
• Ability to handle confidential information with discretion
• High attention to detail andfollow‑through

Preferred Qualifications

• Experience supporting HR, operations,supply chain,or executive leadership
• Ability toanticipateneeds and proactively solve problems

Success Profile

• Reliable, consistent, and accountable
• Calm under pressure and able to manage competing priorities

• Serviceoriented with strong interpersonal skills
• Thrives in a structured, processdriven environment
• Embodies and reinforces company culture
• Demonstrate professionalism and maturity when supporting senior leadership