Administrative & Operations Coordinator

The Administrative & Operations Coordinator is responsible for ensuring the smooth day-to-day running of administrative and operational functions. This role supports management by coordinating processes, maintaining accurate records, improving operational efficiency, and ensuring compliance with company policies and procedures.

Description:

Administration

• Manage daily administrative tasks, including filing, data capturing, and document control.
• Handle incoming and outgoing correspondence, calls, and emails professionally.
• Maintain accurate records, reports, and operational documentation.
• Schedule meetings, prepare agendas, and record minutes where required.
• Support finance administration, including invoice processing, reconciliations, and supplier documentation.

Operations Coordination

• Coordinate daily operational activities to ensure efficiency and continuity.
• Track workflows, deadlines, and task completion across departments.
• Liaise with internal teams, suppliers, and service providers.
• Monitor stock, supplies, and operational resources, placing orders when required.
• Assist with process improvements and implementation of operational procedures.

Ordering & Stock Management

• Place all approved departmental orders within 24 hours of request.
• Capture all stock inputs post stock counts and process adjustments for refunds, returns, and damages.
• Upload all supplier invoices to Hubdoc by close of business each day.
• Verify that all labelled products scan correctly on the POS system.

HR & Staff Administration

• Accurately record staff meals and wastage on a daily basis.
• Escalate any staff or HR-related issues to the Head of HR on the same day they arise.

Reporting

• Prepare and submit regular operational and administrative reports to management.
• Track KPIs and highlight risks, delays, or inefficiencies.

Requirements:

• Proven experience in an administrative, operations, or coordination role.
• Strong organisational and time-management skills.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Proficiency in Microsoft Office (Excel, Word, Outlook).

Please note only candidates that meet the minimum requirements will be considered.

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