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 meeting logistics
• Coordinate agendas (collect inputs, organize materials, distribute final versions)
• Capture and distribute meeting minutes and follow‑up actions
• Maintain organized filing systems (digital)
• Support expense management, including tracking, coding, and submitting expense reports
• Provide day‑to‑day administrative support to the Managing Director, ensuring timely communication, preparation, and follow‑through on operational needs

HR & People Operations Support

• Assist with onboarding logistics(badges, equipment, paperwork, orientation scheduling)
• Support recruiting coordination: interview scheduling, candidate communication, posting roles(can serve as a back-up)
• Serve as a culture 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 and front office support
• Support safety, compliance, and facility documentation
• Assist with 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
• Support cross‑functional projects led by HR, Administration,Operations,and the Managing Director
• Coordinate logistics for leadership meetings, HR meetings, and operational reviews
• Partner with the Operations department to coordinate administrative needs, track action items, support process documentation, and help ensure timely follow‑through on operational priorities
• Own the review and maintenance of recurring administrative and operational reports, ensuring data accuracy, consistency, and timely updates; proactively identify and resolve discrepancies

Required Qualifications

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

Preferred Qualifications

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

Success Profile

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

• Service oriented with strong interpersonal skills
• Thrives in a structured, process driven environment
• Embodies and reinforces company culture
• Demonstrate professionalism and maturity when supporting senior leadership