Office Coordinator

Responsibilities

• Coordinating front of house operations by managing reception services, visitor access, biometric systems, and internal office communications.
• Managing office supply inventory, vendor relationships, equipment maintenance, and day‑to‑day facilities issues including cleanliness, safety, and functionality.
• Overseeing administrative workflows such as parking allocation, mail handling, internal records, and office‑related expense reporting.
• Supporting event and meeting logistics, including room setup, catering, and supply management.
• Contributing to policy compliance and process improvement across all aspects of office infrastructure, collaborating closely with security, facilities, and technical teams.
• Planning and managing the yearly department budget and resource allocation.
• Ensuring the reception area is kept tidy and clean at all times.
• Updating calendars and scheduling meetings.
• Handling random reservations and bookings.
• Overseeing delivery of incoming and outgoing correspondence.
• Managing recycling and creating an eco‑friendly environment.
• Supervising office‑related taxi services and transfers.
• Cooperating with daily security questions and security guards.
• Managing swiped‑on system daily operations.
• Monitoring JIRA tickets and re‑assigning them.
• Supervising document flow for incoming/outgoing mails & cargo (Post Office, International courier services).
• Supervising the Bio Star fingerprint access system, access cards, and control of resignation files and file administration in terms of office management needs.
• Assisting other administrative staff with overflow work, including word processing, data entry, and research.
• Executing additional projects based on office management needs.
• Performing duties in accordance with company‑established standards and procedures.
• Complying with internal policy and instructions.
• Performing job obligations in a proper, high‑quality and timely manner.
• Ensuring compliance and accuracy of the provided information.
• Executing any other reasonable tasks provided by the Direct Manager falling within the position.
• Replacing colleagues during vacations, sick leaves, and other absences, provided replacements occur during working time and are not considered additional work.
• Ensuring full attendance at trainings and workshops necessary for job assignments according to the development plan and Direct Manager’s request.
• Care for assigned work resources and items.
• Carrying out activities related to personal safety.
• Requesting the manager to provide timely and accurate job assignments and secure necessary resources for execution.
• Providing the manager with proposals for work improvement.

Qualifications

• Secondary education; preferably higher education.
• Fluent English (verbal and written).
• Excellent written and verbal communication skills.
• High sense of responsibility, punctuality, accuracy, and attention to detail.
• Ability to accurately fulfill direct management orders and work tasks.
• Tact and discretion for dealing with confidential information.
• Multitasking – flexible and adaptable approach to work in a fast‑paced, ever‑changing environment.
• Ability to work independently and in a team.
• At least 1 year of experience in management, customer service, administration, or any related field.

#J-18808-Ljbffr