Administration Coordinator

PURPOSE OF THE POSITION: The Administration Coordinator is the central point of support for office operations, human resources, and project administration. This role ensures the office runs smoothly and efficiently, providing key administrative and personal assistance to both the General Manager and the company's directors. This person acts as a central hub, providing crucial support across various departments and to management - the "go-to" person who keeps the office organized and productive.

SCOPE: Reporting to the General Manager to coordinate and execute a wide range of administrative, HR, and project-based tasks. This includes managing daily office functions, assisting with recruitment and business development, handling financial transactions, and providing direct support to the leadership team.

RESPONSIBILITIES:

- Office and Facility Management:

+ Oversee daily administrative tasks, including managing office supplies, mail, and external service providers to maintain a clean, organized, and functional workspace.

+ Ensure the office space is well-maintained, organized, and fully operational. This includes managing office supplies, equipment, and cleanliness.

+ Handle all incoming and outgoing mail, packages, and courier deliveries.

+ Utilize existing company-approved AI and digital tools to enhance the accuracy and efficiency of drafting, proofreading, and document organization.

+ Maintain daily tasks of providing administrative records, following filing systems and databases (physical and digital) set by the General Manager.

+ Coordinate and schedule all meetings in a timely and professional manner, sending out invitations, and managing calendars to ensure all members are available. Prepare and distribute all meeting materials, such as agendas, presentations, and relevant reports. Prepare the conference room for meetings, and be responsible for taking and archiving meeting minutes.

+ Serve as the primary point of contact for external service providers, excluding IT and Landlord, (e.g., internet, cleaning, maintenance)to promptly resolve any issues. Escalate unresolvable issues or any matters related to lease/contract terms to the General Manager.

+ Oversee office supplies and equipment, ensuring everything is in working order and stocked.

Executive and Personal Assistance:

+ Welcome and assist clients and partners in a professional and hospitable manner.

+ Arrange business travel, both domestic and international, for the Directors.

+ Collect travel documents and prepare travel claims.

+ Rewrite meeting notes when necessary.

+ Perform other duties as assigned by the Directors.

Human Resources:

+ Assist with the recruitment process following the General Manager's needs - scheduling interviews and greeting candidates.

+ Plan and organize company events, such as birthday celebrations and team-building activities.

+ Handle other HR-related administrative duties as directed.

+ Track and record monthly timesheets.

Project Administration:

+ Prepare VAT invoices from draft invoices for projects, coordinating with the Project Coordinator and Studio Manager.

+ Create project minutes and document transmittals based on templates.

+ Perform data entry and file formatting as directed.

Financial Administration:

+ Act as the petty cash controller, handling daily cash and payment transactions (receipts, reimbursements, deposits, etc.).

+ Issue receipts, track payments, and update relevant financial logs or systems.

+ Reconcile cash balances at the end of each day and report any discrepancies.

Marketing and Communications Support:

+ Assist the General Manager with updating the company website and social media, and keeping assets for presentations and proposals updated.

+ Prepare and assemble final presentations and proposals.

+ Help with the creation and distribution of company newsletters.

EDUCATION AND EXPERIENCE REQUIREMENTS:

- Minimum of 5 years of experience as a Receptionist, Secretary and/or Office/Administration Coordinator.

- Bachelor’s degree in English.

REQUIRED SKILLS AND KNOWLEDGE:

- Proficient with standard office tools, including Microsoft Word and Excel, as well as Google Workspace.

- To be able to work both independently and as part of a team. Excellent attention to detail is critical, especially when handling financial transactions.

- Possess strong verbal and written communication skills to handle various situations professionally.

- Demonstrate analytical and problem-solving skills, with a strong ability to be proactive and take initiative.

PROFESSIONAL CONDUCT AND INTEGRITY:

- Must not disclose sensitive information. Does not reveal or discuss confidential data with unauthorized individuals. This includes all business, financial, and salary information, as well as personal data of employees and details about suppliers and company projects.

- Have a presentable appearance and a clear, pleasant speaking voice.

- A positive attitude, proactive approach, and high level of integrity are essential. Is trustworthy, responsible, highly organized, and has a friendly and professional demeanor.