Administrative Coordinator

Primary Responsibilities

1. Front Desk & Office Coordination

• Manage front desk operations and ensure professional efficient handling of visitors calls and inquiries.
• Coordinate visitor access appointments and reception processes to ensure a positive office experience.
• Maintain organized front office systems and records.

2. Administrative & Operational Support

• Provide timely accurate administrative support to ensure smooth daytoday operations.
• Manage schedules calendars and coordination tasks for teams and office activities.
• Track and ensure completion of assigned administrative tasks within agreed timelines.

3. Facility & Office Management

• Develop update and implement facility maintenance schedules.
• Ensure cleaning rosters are followed and office hygiene standards are maintained.
• Monitor office conditions and coordinate maintenance activities to minimize disruptions.
• Ensure office spaces are functional safe and conducive to productivity

4. Utilities & Resource Monitoring

• Monitor generator usage and track fuel consumption to ensure efficiency and accountability.
• Collect monthly departmental requests and monitor usage of office resources.
• Ensure efficient allocation and use of shared office resources

5. Storekeeping & Inventory Management

• Maintain accurate inventory records for office supplies and consumables.
• Monitor stock levels and ensure timely replenishment to prevent stockouts.
• Track issuance and usage of items ensuring accountability and proper documentation.
• Conduct periodic physical inventory checks and reconcile discrepancies.
• Ensure proper storage organization and safe handling of inventory items.

6. Systems Records & Reporting

• Maintain accurate administrative and operational records including facility inventory and usage logs.
• Compile and submit periodic reports such as vehicle utilization inventory status and resource usage.
• Ensure proper documentation filing and recordkeeping in line with organizational standards.

7. Compliance Office Standards & Risk Awareness

• Ensure adherence to administrative policies procedures and office standards.
• Maintain confidentiality and proper handling of sensitive information.
• Identify and report operational or facility-related risks in a timely manner.
• Support a safe compliant and well-managed office environment.

• Performs any other assigned tasks.

SUCCESS MEASURES

Performance will be assessed against agreed performance focus areas with associated annual targets defined reviewed and evaluated through the organizations performance management process. Performance in this role will be demonstrated through:

• Reliable and timely operational support delivery
• High internal customer satisfaction
• Strong compliance and audit readiness
• Effective stewardship of organizational resources

Minimum Requirements

• Bachelors degree in Business Administration Management Operations or a related field.
• Minimum of 3 years relevant experience in administrative support office operations or coordination roles.
• Experience providing front desk office administration and general operational support in a structured environment.
• Demonstrated experience in recordkeeping documentation and office coordination processes.
• Familiarity with office management practices including facility coordination scheduling and internal support services.
• Experience supporting inventory storekeeping or basic resource tracking is an advantage.

Key Skills & Capabilities

• Strong organizational and multitasking skills with the ability to manage competing priorities.
• High attention to detail and accuracy in administrative tasks and recordkeeping.
• Good communication and interpersonal skills for handling staff visitors and service providers.
• Ability to coordinate tasks track progress and follow through on assignments.
• Basic problem-solving skills and proactive approach to addressing operational issues.
• Proficiency in Microsoft Office (Word Excel Outlook) and general office systems.

Ipas is strongly committed to providing a work environment that is free from all forms of harassment discrimination and inequity. We recruit employ train promote and compensate our personnel without regard to race age sex religion national origin color creed ancestry citizenship caste ethnicity regional identity tribal identity marital status veteran status disability genetic information gender identity transgender status sexual orientation or any other personal characteristic protected by law or outlined by Ipas policy. Ipas acknowledges that these personal characteristics may differ in different contexts.