Administrative Coordinator

Administrative Coordinator

About the Role:

We are seeking a highly motivated and organized Administrative Office Support Coordinator to join our dynamic engineering firm. This role requires a versatile individual who can handle a diverse range of administrative tasks while providing exceptional support to our team.

Key Responsibilities:

• HR and Finance Support:
  • Assist with HR support functions including onboarding, offboarding, and maintaining employee records in HRIS
  • Provide support with payroll and benefits administration including timely submission of payments for insurances, NIS/BIR, retainer fees etc. 
  • Prepare and update invoices, ensuring accuracy and timely submission
  • Enter vendor invoices into Wave and liaise with COO to ensure payments are scheduled accordingly. 
• Proposal Preparation and Client Management:
  • Assist in the preparation of proposals, tenders and quotations to clients, including formatting, editing, and proofreading
  • Maintain strong relationships with clients through effective communication and follow-up
  • Provide excellent customer service and address client inquiries promptly
• Administrative Tasks:
  • Manage petty cash and maintain accurate records in Wave or other accounting software
  • Work closely with Engineers to accurately enter invoices into Wave (or other invoicing software), follow up with clients on outstanding invoices and record payments when received
  • Conduct inventory checks of office supplies, and places orders in a timely manner to minimize any disruptions to operations
  • Assist with scheduling equipment repairs and maintenance, orders new equipment and/or parts as required, and minimises equipment downtime and unavailability 
  • Update and maintain company social media platforms (LinkedIn, Facebook, Instagram) including creating posts, ads, and other creative content to attract clients and maintain the company’s visibility and reputation
  • Assist in creating and editing presentations for various purposes
  • Support business development initiatives, including researching potential clients and opportunities
  • Perform general administrative tasks such as filing, photocopying, and scanning

Qualifications and Skills:

• Bachelor's degree in Business Administration, Management, HR or a related field
• At least one year of relevant work experience in an administrative or office support role
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Proficiency in social media platforms (LinkedIn, Facebook, Instagram)
• Strong organizational and time management skills
• Excellent verbal and written communication skills
• Ability to work independently and as part of a team  
• Attention to detail and accuracy
• Flexibility and adaptability to changing priorities  
• Initiative and problem-solving skills