Administration Coordinator

Role overview

The Administration Coordinator will keep the organization’s administrative, operational, and logistical support functions running efficiently. This position brings together office administration, facilities coordination, logistics support, and process follow-up to help ensure work is completed on schedule, within budget, and in line with company procedures. The role also works across internal teams and outside service providers to resolve support issues and strengthen day-to-day operations.

Role details

• Experience required: 3 years
• Industry: IT and Network Services and Support
• Education: University/College Degree

Logistics and operations support

• Assist with shipping and logistics workflows, including shipment tracking and timely sharing of shipping paperwork with clearing agents.
• Handle marine insurance cover documentation and monitor the process through completion.
• Draft delivery notes and ensure each one is backed by an approved purchase order.
• Arrange dispatches for goods going to partners, customers, or internal teams.
• Work with clearing agents, freight forwarders, and other vendors to speed up customs clearance and solve logistics issues.
• Provide wider operational and logistics assistance to keep daily business activities moving smoothly.

Office administration

• Oversee day-to-day administrative tasks and office procedures.
• Serve as a contact point for vendors, service providers, and internal colleagues on office and logistics matters.
• Coordinate maintenance, repair work, and other office service requests.
• Manage office procurement, supplies, and asset records.
• Support additional office administration duties assigned by management.

HR administration support

• Keep employee records and HR files accurate and current.
• Help with recruitment administration, including posting vacancies, screening CVs, arranging interviews, and communicating with candidates.
• Prepare HR documents such as offer letters, employment agreements, onboarding materials, and exit documentation.
• Coordinate onboarding and offboarding steps, including system access and documentation handling.
• Work with payroll and finance teams to ensure payroll inputs are complete and submitted on time.
• Respond to routine employee questions about HR policies, benefits, leave, and procedures.
• Offer general HR administrative assistance as needed.

Finance and administrative support

• Prepare payment requests, requisitions, and supporting documents related to shipping, logistics, and office operations.
• Organize and maintain import and shipping files, including invoices and related records.
• Help compile profit and loss summaries for new orders to support internal approval workflows.
• Apply the correct cost codes and CLUs during order processing.
• Provide other finance-related administrative support as required.

General duties

• Carry out other administrative, operational, or support tasks assigned by management that fit the role.
• Assist teams across functions to support efficient company operations.
• Always maintain confidentiality, professionalism, and compliance with company policies.

Additional information

The responsibilities listed here are indicative rather than exhaustive, and the employee may be asked to take on other related duties based on business needs.

Thank you for your interest in the Administration Coordinator role. Due to the high number of applications, individual feedback and status updates may not be provided to every applicant. Only candidates selected for the next stage will be contacted.

Applicants are encouraged to stay connected and consider future opportunities that match their skills and experience.