Head Office Coordinator

Job Summary
We are looking for a dedicated Administrative Coordinator to ensure the seamless operation of our office environment. This full-time, in-person role is integral to maintaining efficient workflows by managing office supplies, organizing filing systems, coordinating meetings, and handling all forms of correspondence. The successful candidate will also assist with employee onboarding and provide logistical support for various events and projects. Strong organizational skills and effective communication across departments are essential to excel in this position.

Key Responsibilities
- Manage and monitor office supplies inventory, placing orders as necessary to maintain adequate stock levels.
- Organize and maintain both physical and electronic filing systems to ensure easy access and efficient document retrieval.
- Assist in scheduling meetings, preparing detailed agendas, and accurately documenting meeting minutes.
- Handle all incoming and outgoing correspondence, including emails, letters, and phone calls, ensuring timely and professional responses.
- Coordinate travel arrangements for staff, including booking flights, accommodations, and local transportation.
- Oversee daily office operations, ensuring adherence to established procedures and smooth functioning of all activities.
- Facilitate communication between departments to promote collaboration and streamline workflows.
- Support the onboarding process for new employees by managing records, preparing workstations, and ensuring a smooth transition.
- Supervise maintenance of office equipment and liaise with vendors for repairs and servicing as needed.
- Ensure compliance with company policies and manage internal coordination and communication effectively.
- Prepare regular operational and expense reports for management review.
- Monitor office expenses and budgets to encourage efficient use of resources.
- Handle confidential information and sensitive documents with the utmost discretion and professionalism.
- Assist in organizing internal events such as staff training sessions, meetings, and company gatherings.
- Coordinate with external parties for events, workshops, and conferences to ensure successful execution.
- Provide logistical support for company projects, helping to meet deadlines and achieve project objectives.

Required Qualifications
- Proven experience in office administration or a related role, demonstrating strong organizational and multitasking capabilities.
- Excellent verbal and written communication skills to interact effectively across all levels of the organization.
- Proficiency in managing electronic filing systems and using standard office software applications.
- Ability to maintain confidentiality and handle sensitive information with integrity.
- Experience in coordinating travel and event logistics efficiently.
- Detail-oriented with strong problem-solving skills to anticipate and address operational challenges.
- Ability to work collaboratively and foster positive relationships across departments.

Preferred Qualifications and Benefits
- Experience supporting employee onboarding and basic HR functions.
- Familiarity with budget monitoring and expense reporting processes.
- Strong vendor management skills to oversee office services and supplies.
- Opportunity to join a dynamic team environment that encourages professional growth and development.
- Full-time, in-person position offering stability and the chance to contribute meaningfully to organizational success.

If you are a proactive professional passionate about maintaining efficient office operations and supporting team achievements, we invite you to apply for this rewarding opportunity.