Position: Administrative Coordinator
Department: Administration
Location: Santo Domingo, DR
Employment Type: Full-time
Job Summary:
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.
