About The Role
We are seeking a detail-oriented Administrative Coordinator to support our Integrated Facilities Management team. This role is essential in ensuring smooth financial operations, procurement processes, and administrative workflows. The ideal candidate will be organized, proactive, and comfortable managing multiple priorities in a dynamic environment.
What This Job Involves
Financial & Procurement Operations
- Processing invoices accurately and in a timely manner
- Raising purchase orders in accordance with company procedures
- Registering and onboarding new vendors into the system
- Monitoring and tracking contract expiration dates
- Reconciling expense reports and credit card statements
- Assisting with budget tracking and financial reporting
- Coordinating with the Finance department on payment schedules and billing discrepancies
- Supporting audit preparations by gathering and organizing required documentation
- Assisting with month-end and year-end closing procedures
Administrative & Office Support
- Purchasing and maintaining inventory of pantry and office supplies
- Procuring administrative items as needed
- Maintaining organized filing systems for contracts, invoices, and financial documents
- Scheduling and coordinating meetings, including preparation of materials
- Managing correspondence with vendors regarding billing inquiries
- Handling confidential information with appropriate discretion
- Providing administrative support to team members as needed
- Generating regular status reports on contracts, payments, and procurement activities
- Implementing and maintaining efficient administrative workflows
- Performing additional administrative duties as directed by management
Essential Requirements
- Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint)
- Strong attention to detail and organizational skills
- Ability to prioritize tasks and meet deadlines in a fast-paced environment
- Excellent communication skills, both verbal and written
- Ability to handle confidential information with integrity and discretion
Preferred Qualifications
- Prior experience in procurement and invoice processing
- Familiarity with financial or procurement systems/software
- Experience in facilities management or corporate services environment
