Administrative Coordinator

We are recruiting to fill the position below:

Job Title: Administrative Coordinator

Job ID: R1405
Location: Abuja
Employment Type: Full Time

Job Summary

• The Administrative Coordinator contributes to operational excellence, service quality, resource stewardship, and compliance with organizational policies and procedures.
• The Administrative Coordinator is responsible for ensuring the efficient, compliant, and effective day-to-day administration of office operations.
• By coordinating administrative processes, maintaining accurate records, supporting facility management, and facilitating effective communication and office coordination, the role enables programmatic and leadership teams to focus on achieving organizational objectives.
• The role provides comprehensive administrative and operational support, ensuring that office systems, facilities, records, and support services function smoothly and consistently.

Primary Responsibilities
Front Desk & Office Coordination:

• Maintain organized front office systems and records.
• 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.

Administrative & Operational Support:

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

Facility & Office Management:

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

Utilities & Resource Monitoring:

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

Storekeeping & Inventory Management:

• Maintain accurate inventory records for office supplies and consumables.
• 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.
• Monitor stock levels and ensure timely replenishment to prevent stockouts.

Systems, Records & Reporting:

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

Compliance, Office Standards & Risk Awareness:

• Identify and report operational or facility-related risks in a timely manner.
• Ensure adherence to administrative policies, procedures, and office standards.
• Support a safe, compliant, and well-managed office environment.
• Maintain confidentiality and proper handling of sensitive information.
• 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 organization’s performance management process.
• Performance in this role will be demonstrated through:
  • Reliable and timely operational support delivery
  • Strong compliance and audit readiness
  • High internal customer satisfaction
  • Effective stewardship of organizational resources

Minimum Requirements

• Bachelor’s 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.
• Experience supporting inventory, storekeeping, or basic resource tracking is an advantage.
• Demonstrated experience in recordkeeping, documentation, and office coordination processes.
• Familiarity with office management practices, including facility coordination, scheduling, and internal support services.

Key Skills & Capabilities:

• Proficiency in Microsoft Office (Word, Excel, Outlook) and general office systems.
• High attention to detail and accuracy in administrative tasks and recordkeeping.
• Strong organizational and multitasking skills with the ability to manage competing priorities.
• 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.