Administration Coordinator

Reporting To

Business Owners / Directors

Role Overview

The Administration Coordinator is responsible for providing administrative operational procurement financial and logistical support across multiple business units including a gymnastics studio ballet studio caf sports association tailoring operation and private household. The role requires a highly organised and proactive individual who can manage day-to-day operations coordinate suppliers and service providers maintain records support staff administration and ensure the smooth running of all business activities.

Key Responsibilities

Procurement & Supplier Management

• Source quotations from multiple suppliers and conduct price comparisons.
• Obtain approval for purchases and manage procurement processes.
• Build and maintain relationships with vendors and service providers.
• Coordinate the purchase and delivery of supplies equipment and consumables.
• Monitor stock levels and ensure timely replenishment.

Operations & Facilities Management

• Coordinate vehicle usage servicing licensing and fuel management.
• Oversee generator maintenance and fuel requirements.
• Arrange repairs and maintenance for buildings equipment plumbing electrical systems and machinery.
• Coordinate waste management and sewage collection services.
• Monitor utilities including electricity internet gas and water services.

Inventory & Stock Control

• Maintain accurate inventory records across all business units.
• Conduct regular stock takes and reconcile stock movements.
• Monitor usage of consumables and operational supplies.
• Coordinate ordering and storage of uniforms cleaning supplies packaging and other materials.

Financial Administration

• Manage petty cash and perform regular reconciliations.
• Track operational expenses and maintain monthly expenditure records.
• Assist with banking transactions and deposits.
• Coordinate payment of service providers and recurring operational expenses.
• Prepare and update monthly spreadsheets and reports.

Compliance & Regulatory Administration

• Monitor and renew health registrations licenses permits and regulatory requirements.
• Coordinate statutory submissions and payments.
• Maintain accurate business records and compliance documentation.
• Ensure all renewal dates are tracked and communicated in advance.

Staff Administration

• Monitor attendance leave records and staff scheduling.
• Assist with payroll administration and salary sign-off processes.
• Coordinate staff task allocation and operational schedules.
• Maintain employee records and administrative documentation.

Marketing & Communications Support

• Design flyers certificates promotional materials and event communications.
• Assist with menu updates and promotional campaigns.
• Coordinate printing and branding requirements.
• Support social media and marketing initiatives as required.

Events & Travel Coordination

• Research accommodation and travel options.
• Obtain quotations and make bookings for competitions events and business travel.
• Coordinate event logistics and registration processes.
• Prepare event documentation and participant information.

Administrative Support

• Draft letters certificates sponsorship proposals and business correspondence.
• Create and manage Google Forms and online registration systems.
• Maintain databases and records.
• Handle general office administration and filing.

Household & Personal Support

• Coordinate household service providers and maintenance requirements.
• Manage deliveries collections and selected personal errands.
• Assist with utility payments and household operational requirements.

Key Requirements

Experience

• Minimum 3 years experience in administration operations office management or business support.
• Experience managing suppliers procurement and inventory.
• Exposure to bookkeeping petty cash management or financial administration.
• Experience supporting multiple departments or business units would be advantageous.

Skills & Competencies

• Excellent organisational and multitasking abilities.
• Strong attention to detail.
• Financial and numerical aptitude.
• Proficiency in Microsoft Office and Google Workspace.
• Strong communication and interpersonal skills.
• Ability to work independently and manage competing priorities.
• Creative design skills for flyers and promotional materials would be advantageous.
• Valid drivers licence preferred.

Key Success Measures

• Smooth day-to-day operation of all business units.
• Accurate administration and financial records.
• Effective supplier and stock management.
• Timely completion of compliance and statutory requirements.
• Strong support to management staff and customers.
• Efficient coordination of events travel and operational activities.