Administrative Coordinator at IPAS

About the Job

• The Administrative Coordinator is responsible for ensuring the efficient, compliant, and effective day-to-day administration of office operations. 
• The role provides comprehensive administrative and operational support, ensuring that office systems, facilities, records, and support services function smoothly and consistently. 
• 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 Administrative Coordinator contributes to operational excellence, service quality, resource stewardship, and compliance with organizational policies and procedures.

Primary Responsibilities

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.

Administrative & Operational Support:

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

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

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

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.

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.

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 organization’s 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

• 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.
• 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.