Senior Administration Coordinator

Key Responsibilities:

Administrative & Office Management:

• Oversee daily office administration, including housekeeping, maintenance, and facility support
• Local procurement of supplies and materials; manage quotations, supplier communication, and purchase order documentation.
• Maintain and monitor inventory, office assets, and administrative records including bills, vouchers, and transfers to head office
• Manage petty cash registers and ensure timely documentation of expenses

Operations & Technical Coordination:

• Monitor and support the day-to-day work of the technical and maintenance teams; assist in planning their schedules and assigning tasks
• Track team attendance and ensure compliance with internal guidelines
• Ensure proper upkeep and maintenance of infrastructure, machinery, and workstations
• Coordinate with IT for basic support needs and ensure smooth functioning of systems

Import/Export & Logistics:

• Manage import/export processes, ensuring compliance with regulatory requirements
• Coordinate shipments of products and materials; track logistics and resolve delays
• Handle company-level registrations and compliance formalities where required

HR & Internal Support:

• Assist HR in onboarding, induction, and coordinating employee needs
• Coordinate travel arrangements for employees and visitors.
• Maintain confidential HR records and assist in other HR tasks as needed

Finance & Bookkeeping Assistance:

• Assist in preparing invoices, tracking expenses, and liaising with accounts for payment processing
• Track account payables and coordinate payment follow-ups with vendors
• Maintain accurate purchase records, conduct quote comparisons, and support vendor evaluation

Vendor & Supplier Management:

• Identify, evaluate, and manage suppliers and service providers.
• Keep supplier data updated and maintain effective vendor relationships
• Conduct material audits and manage store inventory effectively.
• Engage confidently with vendors and build strong professional rapport to support smooth operations

Other Responsibilities:

• Track and ensure timely payments of monthly utilities and service providers
• Provide technical or maintenance support in the absence of concerned team members
• Support special projects or tasks as assigned by management

Preferred candidate profile

• Minimum 4 years of experience in administration, operations, or coordination preferably in a manufacturing or tech environment
• Solid understanding of procurement, inventory control, and vendor management
• Working knowledge of import/export documentation and processes.
• Basic IT troubleshooting skills and experience managing office equipment and supplies
• Excellent communication skills, with the ability to interact confidently with vendors, internal teams, and external stakeholders
• Strong attention to detail, organisational skills, and discretion in handling sensitive data