Admin coordinator

Job Summary

The Administration Coordinator is responsible for coordinating, organizing, and supporting administrative operations to ensure efficient office and departmental functioning. The role acts as a central point of coordination between departments, service providers, and management, ensuring administrative processes run smoothly and consistently.

Key Responsibilities

Administrative Coordination

• Coordinate daily administrative activities across the administration department
• Monitor and follow up on administrative workflows, tasks, and action items
• Ensure alignment of administrative services with company policies and procedures
  
  

Office & Facilities Support

• Coordinate office services including cleaning, security, catering, transportation, and maintenance
• Liaise with external service providers and ensure service level compliance
• Support facility‑related requests and track completion of work orders
  
  

Documentation & Records Management

• Maintain organized filing systems (electronic and hard copy)
• Prepare, review, and distribute administrative documents, letters, and reports
• Ensure confidentiality and proper handling of company records
  
  

Coordination & Communication

• Act as a focal point between administration, HR, finance, and other departments
• Schedule and coordinate meetings, site visits, and administrative events
• Track follow‑ups and ensure timely closure of administrative requests
  
  

Financial & Procurement Support

• Support purchase requests, purchase orders, invoices, and vendor documentation
• Track administrative budgets and expenses in coordination with Finance
• Maintain records of contracts, agreements, and service renewals
  
  

Support to Management

• Assist in audits, inspections, and compliance activities
• Support continuous improvement initiatives within the administration function
  
  

Qualifications & Experience

Education

• Bachelor’s degree in Business Administration, Management, or a related field (preferred)
  
  

Experience

• 3–5 years of experience in an administrative or coordination role
• Experience in a corporate, industrial, or manufacturing environment is an advantage
  
  

Skills & Competencies

Technical Skills

• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Familiarity with document management systems and basic procurement processes
  
  

Behavioral & Professional Skills

• Strong organizational and coordination skills
• Excellent written and verbal communication abilities
• High attention to detail and strong follow‑through
• Ability to multitask and prioritize effectively
• Professionalism, discretion, and confidentiality
• Team player with proactive problem‑solving mindset
  
  

Working Conditions

• Office‑based role
  
  

Key Performance Indicators (KPIs)

• Timely completion of administrative tasks and coordination activities
• Quality and accuracy of documentation and records
• Effectiveness of communication and follow‑up
• Compliance with administrative policies and procedures
• Satisfaction of internal stakeholders
  
  

We are a global leader in taste, scent, and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy. At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity, national origin, race, age, sex, or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability.

Visit IFF.com/careers/workplace-diversity-and-inclusion to learn more