Employees Supervised

• None.

Job Purpose

The Administrative Coordinator is responsible for providing administrative support to the Head of Administration Department and ensures proper filing & flow of communication and maintains confidentiality of critical documents.

Main Duties

• Greets and screens visitors and telephone calls
• Maintains the diary and arranges the appointment schedules for the Administration Manager
• Develops a system of filing, record keeping and retrieves & delivers information/documents as and when required
• Takes and transcribes dictation, drafts routine letters, proofreads with a high level of accuracy
• Screens the mail and arranges them in order of priority and ensures urgent matters are brought to the immediate attention of Head of Administration.
• Prepares reports and presentations as and when required
• Ensures timely & proper dispatch of all correspondence & other documents
• Monitors the progress of delegated assignments to staff in the Dept. and maintains a follow-up system on current matters
• Maintains secrecy of confidential matters of the Dept.
• Provides typing support to the Dept. staff
• Screens the e-mail of the and keeps the Dept. informed
• Any other work that may be assigned by the Head of Administration.

Work Contacts

• Internal – All Dept.
• External – Customers, Visitors and Agencies having dealings with the Dept.

Authorities & Level of Decisions Required

Takes instructions from Head of Administration.