Chief Administrative Coordinator

We are seeking a highly organized and detail-oriented Administrator to support the Director and ensure smooth operation of all departments.

The ideal candidate will have prior experience in a Scheduling or Purchasing Officer role within the construction, real estate, or project management industry.

They should be proficient in Excel, Trello, and project management tools such as Wunderbuild (or similar software).

A strong understanding of Google Drive and cloud-based file management systems is also required.

The selected candidate will assist in daily operations, company development, documentation management, and project workflows.

Responsibilities include office management, administrative support, policy implementation, human resources recruitment coordination, employee records maintenance, onboarding facilitation, financial administration budget management, invoice processing, financial reporting, internal communication, external communication, project coordination, data management, compliance and safety regulatory compliance, safety protocols assistance, weekly tasks team meetings, performance review, and strategic planning collaboration.

• Key Responsibilities:
• Office Management: Oversee Daily Operations: Ensure smooth functioning of office operations, including managing office supplies, equipment, and facilities.
• Administrative Support: Provide administrative support to senior management and coordinate with different departments to streamline processes.
• Policy Implementation: Ensure compliance with policies and procedures, and assist in updating them as needed.
• Human Resources: Recruitment Coordination: Assist in the recruitment process by posting job ads, scheduling interviews, and managing candidate communications.
• Employee Records: Maintain accurate employee records, including contracts, performance reviews, and training documentation.
• Onboarding: Facilitate the onboarding process for new employees, ensuring they receive necessary training and orientation.
• Financial Administration: Budget Management: Assist in monitoring departmental budgets and expenditures, ensuring financial efficiency.
• Invoice Processing: Oversee the processing of invoices and payments, coordinating with the finance department.
• Financial Reporting: Prepare financial reports and summaries for management review.
• Communication: Internal Communication: Serve as a central point of contact for internal communications, ensuring information is distributed effectively across departments.
• External Communication: Manage relationships with external vendors, clients, and partners, ensuring professional and timely communication.
• Project Coordination: Project Support: Provide administrative support for ongoing projects, including scheduling meetings, preparing documentation, and tracking progress.
• Data Management: Maintain project databases and ensure all project-related information is up-to-date and accessible.
• Compliance and Safety: Regulatory Compliance: Ensure compliance with all relevant regulations and standards, including occupational health and safety requirements.
• Safety Protocols: Assist in developing and implementing safety protocols and procedures, and ensure they are followed by all employees.
• Weekly Tasks: Team Meetings: Conduct regular meetings with administrative staff to review tasks, address issues, and plan for upcoming weeks.
• Performance Review: Assist in conducting performance reviews and providing feedback to administrative staff.
• Strategic Planning: Collaborate with management to develop and implement strategic plans for administrative functions.

Qualifications:

• Prior experience in a Scheduling or Purchasing Officer role within the construction, real estate, or project management industry.
• Proficiency in Excel, Trello, and project management tools such as Wunderbuild (or similar software).
• Strong understanding of Google Drive and cloud-based file management systems.
• Experience in supplier negotiations, cost management, and purchasing processes.
• Ability to analyze costs and optimize purchasing efficiency.
• Strong organizational skills with keen attention to detail.
• Excellent communication and stakeholder management skills.
• Ability to multitask, prioritize workloads, and work efficiently in a remote environment.

Our company offers a range of benefits, including flexible working hours, remote work options, and opportunities for professional growth and development.

We prioritize our employees' well-being and offer a supportive and inclusive work environment.

Our goal is to provide our employees with the resources and support they need to succeed in their roles and achieve their career goals.

As an Administrator, you will play a key role in supporting the Director and ensuring the smooth operation of all departments.

You will work closely with the finance team to manage budgets, oversee invoice processing, and prepare financial reports.

Additionally, you will assist in daily operations, company development, documentation management, and project workflows.