Office Support Coordinator at a Reputable Healthcare Organization 

Key Responsibilities:

Office Administration & Coordination

• Oversee daily office activities, ensuring smooth operations.
• Plan, organize, and manage administrative activities such as scheduling appointments meetings and trainings, maintaining files, inventory control, and coordinating office layouts.
• Take accurate meeting minutes and manage action items to ensure follow-up and completion.
• Ensure compliance with company policies, including technology use, safety, and security protocols.
• Handle office correspondences.

Data Auditing & Quality Assurance

• Verify the accuracy of data entries, ensuring alignment with established data collection protocols on Kobo Collect app.
• Analyze downloaded Kobo Collect data for accuracy, completeness, and consistency, cross-checking against source documents, identifying discrepancies, and documenting errors for follow-up or correction.

Financial Management

• Collaborate with the accounting team to manage and monitor office budgets, ensuring cost-effective operations.
• Review, prepare, and manage office expenses and expenditure logs.
• Audit and approve log sheets for procurement, supplies, and utility expenses.
• Support audits and inspections with the accounting team as needed, ensuring compliance with financial and operational standards.

Document & Policy Management

• Develop, implement, and maintain office policies and procedures.
• Ensure timely and accurate filing of attendance of field workers and office staff, both physically and digitally, in cloud-based systems.
• Prepare documents for approvals and represent the organization at official meetings.
• Maintain the employee handbook, updating policies annually or as needed in collaboration with senior management.

Office Maintenance & Vendor Management

• Manage relationships with service technicians, vendors, landlords, business stakeholders and service providers.
• Ensure timely procurement and inventory of office supplies, maintaining stock levels to avoid shortages.
• Coordinate preventive maintenance and repair of office equipment and appliances.
• Maintain up-to-date logs and records for equipment, utility usage, and operational efficiency.

Support for Human Resources Functions

• Assist in recruitment processes.
• Ensure accurate form completion and data entry for employment records and database updates.
• Collaborate with team leaders to organize performance reviews and facilitate employee development programs.
• Maintain confidentiality at all levels of duty and security of staff files, adhering to data protection policies.