Position
: Administrative Coordinator
Department: Administration
Location: Santo Domingo, DR
Employment Type:
Full-time
Job Summary:
We are seeking a highly organized and proactive Administrative Coordinator to oversee
and manage administrative operations in our BPO company. This role is critical for
maintaining smooth office functions and ensuring a productive work environment for our
team. The ideal candidate will demonstrate strong problem-solving skills, attention to
detail, and flexibility to handle a variety of tasks related to office management,
procurement, facilities maintenance, and accounts payable. Additionally, the candidate
should be open to assisting with HR-related tasks when required.
Key Responsibilities:
Procurement and Supplier Management:
- Coordinate and manage the purchase of office supplies, equipment, and
- services.
- Maintain relationships with key suppliers and vendors, ensuring timely delivery
- and quality standards are met.
- Monitor inventory levels and ensure replenishment of essential items as needed.
- Maintain admin inventory.
Facilities and Maintenance:
- Coordinate regular maintenance of facilities, including air conditioning (central and wall units), carpets, bathrooms, kitchen/dining area, and general office spaces.
- Handle repairs and maintenance requests promptly to minimize disruptions.
- Supervise cleaning services and ensure upkeep of the premises, including the IT room, server room, HR office, recruitment office, and employee lockers.
- Overall Facilities management and administration, working with third party stake holders like service vendors, facility owners and finding new vendors to accomplish tasks.
- Ability to read, understand, maintain and implement contracts.
- Liaison and proficiency to work with government departments like customs, DGA and Free trade. Maintain overall site compliance and take care of regulatory framework.
Operational Efficiency:
- Manage and oversee the setup and maintenance of office furniture and signage, including follow-ups on orders and installations.
- Ensure smooth functioning of all office operations by identifying process improvements and implementing solutions.
Accounts Payable and Invoice Management:
- Oversee control and processing of invoices and accounts payable related to facilities, supplies, and other administrative expenses.
- Work with corporate bank and internal leadership on weekly, monthly and annual bank statements and cost analysis.
HR Support (as needed):
- Provide administrative assistance to the HR team when required, including document management, employee logistics, and event coordination.
Qualifications and Requirements:
Education and Experience:
- Bachelor's degree in Business Administration, Management, or a related field (preferable).
- Previous experience in administrative roles, preferably in a BPO or similar setting.
Skills
:
- Advanced proficiency in English (written and spoken).
- Strong organizational and problem-solving skills.
- Ability to work independently and handle multiple priorities under tight deadlines.
- Proficiency in Google Workspace (Docs, Sheets, Drive, Gmail) and invoice management systems.
- Proficient in Excel and capable of generating reports. Understanding numbers and tracking cash management and reconciliation.
Other Requirements:
- Flexible schedule: The role requires the candidate to be adaptable with working hours, including Saturdays, for scheduled maintenance and facility-related tasks.(This can be discussed during the screening process).
- Immediate availability.
- Open to all genders.