Administrative Assistant / Coordinator

Administrative Assistant / Coordinator job description

The Administrative Assistant/Coordinator provides essential support to teams and leadership by managing day-to-day administrative operations, ensuring seamless coordination of office tasks, and contributing to overall workplace efficiency. This role is pivotal in maintaining organisational workflow and supporting internal and external communications.

Administrative Assistant / Coordinator job duties and responsibilities of the job

Key responsibilities of an Administrative Assistant/Coordinator include:

Coordinating calendars, scheduling meetings, and managing travel arrangements for staff and executives

Preparing, formatting, and distributing documents, reports, presentations, and correspondence

Maintaining accurate records, filing systems, and databases in compliance with organisational policies

Managing office supplies, equipment, and procurement requests to ensure smooth operations

Liaising with internal departments and external vendors to support administrative functions

Assisting with onboarding of new staff, including induction scheduling and documentation

Supporting event planning, logistics, and coordination for internal meetings and external functions

Processing expense claims, purchase orders, and invoice reconciliations in line with finance procedures

Handling incoming calls, emails, and inquiries in a professional and timely manner

Coordinating updates to office policies and administrative procedures where required

Providing backup support to other administrative roles during leave or high-volume periods

Typical Administrative Assistant / Coordinator job qualifications and requirements

A certificate or diploma in business administration or a related discipline is preferred, with 2–3 years’ experience in administrative or office coordination roles.

Strong proficiency with Microsoft Office applications (Word, Excel, Outlook, PowerPoint)

Experience with office management systems and digital filing tools (e.g. SharePoint, Teams)

Demonstrated organisational and time management skills with the ability to multitask effectively

High attention to detail and accuracy in document preparation and data entry

Excellent written and verbal communication skills

Proven ability to manage sensitive information with discretion and confidentiality

Confidence in liaising with staff at all levels and coordinating across departments

Familiarity with finance support tasks such as invoicing, POs, and reconciliation processes

Experience supporting HR, facilities, or event coordination is advantageous

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