Admin Officer - Commercial

Job Summary:

The Admin/ Commercial Coordinator will be responsible for overseeing the day-to-day administrative and commercial activities of the office, ensuring smooth and efficient operations. This role combines administrative management, commercial operations, and supervision of support staff to maintain the organization’s workflow, optimize resources, and contribute to business growth.

Key Responsibilities:

Administrative Responsibilities:

• Supervise and manage all administrative functions within the department, including office management, supplies, scheduling, and record-keeping.
• Handle correspondence, emails, phone calls, and scheduling for senior staff as needed.
• Oversee office maintenance, cleanliness, and safety, ensuring all facilities are well-maintained.
• Prepare, update, and manage important documents such as contracts, agreements, and reports.
• Ensure proper filing systems are maintained for easy retrieval of business documents.
• Oversee the procurement of office supplies, ensuring cost-efficiency and timely ordering.

Commercial/Operational Responsibilities:

• Supervise commercial activities, including pricing, inventory management, and purchase orders.
• Assist in the preparation of bids and tenders for new projects or services.
• Ensure smooth coordination between commercial, procurement, and administrative teams to support business operations.
• Maintain and update commercial databases and spreadsheets, ensuring accuracy in pricing, product details, and client/vendor records.
• Support the team in the preparation of presentations, proposals, and reports for internal and external stakeholders.

Staff Supervision and Training:

• Supervise a team of administrative assistants, office staff, and support personnel, ensuring all team members understand and adhere to company policies and processes.
• Conduct performance reviews, provide training, and develop team members for better efficiency and growth.
• Ensure staff are provided with necessary resources, tools, and support to achieve their objectives.

Commercial/Financial Reporting:

• Monitor and report on commercial activities, highlighting key metrics such as expenses, procurement, and vendor performance.
• Work closely with the finance team to ensure timely and accurate invoicing, payments, and reconciliation of accounts.

Other Responsibilities:

• Renewal of licenses.
• Managing Business Development Requests (BDR).
• Handle confidential information with integrity and discretion.
• Ensure compliance with health and safety regulations and other legal requirements.
• Participate in meetings, project discussions, and strategy sessions as required.

Qualifications and Skills:

• Education: Bachelor’s degree in Business Administration, Management, or a related field.
• Experience: Minimum 3-5 years of experience in administrative supervision, commercial operations, or a related role.
• Skills:
• Strong leadership and supervisory skills.
• Excellent organizational, time management, and multitasking abilities.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, etc.).
• Good knowledge of procurement, inventory management, and commercial processes.
• Strong communication, negotiation, and interpersonal skills.
• Ability to work independently and as part of a team.
• Problem-solving and decision-making skills.

Job Type: Full-time