Administrative Coordinator

Job Purpose

The Administrative Officer is responsible to:

• To provide research, technological and administrative support.  
• To manage office support systems and resources to ensure the effective and efficient functioning of the office.  
• They often make decisions when the executive is unavailable, write correspondence, create reports, and supervise administrative staff. 

Key Responsibility Areas

Technical/Professional Responsibilities

• Compiles the request for supplies and material resources of the Executive Office’s budget by advising on usage patterns of the various collections, materials and services and their costs. 
• Manages the inventory and distribution of office supplies for the Office. 
• Manages the documentation system for the Office by maintaining the document classification, filing, storage, and retrieval system as well as the security of confidential files and documents. 
• Supports staff in implementing the PMAS by providing forms and copies and ensuring that team members complete documentation within the required timeframe. 
• Assembles and disseminates information to internal and external personnel as required. 
• Prepares report and written materials for presentations, meetings and conferences and responds to routine and other correspondence as directed. 
• Reproduces manuscripts and briefs prepared by the Senior Executive, including information dictated accurately and presentable. 
• Processes incoming and outgoing correspondence according to established procedures, checks emails sent to the Office and brings items that must be dealt with at that level to the Senior Executive. 
• Maintains copy files of official correspondence received by email and computer-generated documents. 
• Coordinates travel arrangements and prepares itineraries for local and overseas business trips. 
• Provide receptionist/telephone services for the Senior Executive. 
• Maintains an effective filing system that allows security and speedy retrieval of documents/information by established standards. 

Management/Administrative Responsibilities

• Coordinates logistics for meetings hosted by the , including preparing agenda; organising relevant information and documents; securing venue and refreshments; taking minutes at conferences; and reproduces and distributing according to established guidelines. 
• Collaborates on heavy calendar management, requiring interaction with both internal and external executives and assistants and consultants to coordinate a variety of complex executive meetings and routine and special appointments for the , advising of matters requiring prompt attention. 
• Prioritizes and manages multiple projects simultaneously and follows through on issues promptly.  

Customer Service Responsibilities

• Maintains customer service principles, standards, and measurements. 
• Identifies and incorporates the interests and needs of customers in business process design.   
• Ensures critical success factors are identified and meet expectations.  

Other Responsibilities

• Performs all other duties and functions as may be required from time to time. 
• May be required to provide witness statements, attend court proceedings, and give evidence. 
• Comply with Health and Safety policies and procedures. 

Required Skills/Competencies

Core

• Sophisticated telephone skills, positive energy, and attention to detail 
• Expert level is written and verbal communication skills 
• Excellent calendar management skills, including the coordination of complex executive meetings  
• High levels of integrity, professionalism, ethics, and ability to maintain confidentiality 
• Strong decision-making skills 
• Strong customer orientation skills 
• Strong initiative and resourcefulness skills 
• Ability to interact with staff at all levels in a fast-paced environment 
• Ability to work independently with little or no supervision. 

Technical 

• Highly proficient in relevant computer applications.  
• Experience assisting management with the creation of report presentations.  
• Experience scheduling travel arrangements for management. 
• Expert knowledge in the use of Microsoft Suite application software. 
• Expert knowledge and an understanding of Customs Operations. 
• High-performance output in terms of accuracy and efficiency.

Minimum Required Education and Experience

• First degree in Management Studies or a similar field from a recognised university 
• Certified Administrative Professional designation 

OR

• Completion of Certificate in Administrative Management (Level 3/4) (MIND). 
• At least two (2) years of administrative experience. 
• Training in the writing of Cabinet Submissions.  
• Training in records management and exposure to office management and procurement procedures.