Coordinator/Office Manager COO (Temp Contract)

Job Purpose:

The Office Manager – Office of the COO provides comprehensive administrative and operational support to the Chief Operating Officer and ensures the smooth coordination of activities across the operations department. The role acts as a central point of contact for internal and external stakeholders, manages office functions, and facilitates efficient communication, documentation, and workflow within the COO’s office.

Key Responsibilities:

Executive Support & Coordination

• Serve as the primary administrative and operational support to the COO.
• Manage the COO’s calendar, appointments, travel arrangements, and correspondence.
• Prepare meeting agendas, presentations, reports, and minutes with high accuracy and confidentiality.
• Coordinate cross-departmental communications and ensure timely follow-up on action items and deliverables.
• Support the COO in monitoring key operational KPIs and preparing performance dashboards or updates.

Office & Operations Management

• Oversee day-to-day administrative functions related to the COO’s office and operational teams.
• Ensure the office environment is well-organized, professional, and efficient.
• Coordinate logistics for leadership meetings, visits, and internal reviews.
• Manage office supplies, facilities requests, and service vendors supporting the COO’s function.

People & Communication

• Act as liaison between the COO and other executives, departments, and external partners.
• Support onboarding and coordination of staff within the operations function.
• Promote effective internal communication, maintaining confidentiality and professionalism at all times.

Documentation & Compliance

• Maintain and organize operational documents, approvals, and correspondence.
• Track approvals, project documentation, and ensure compliance with company governance standards.
• Handle sensitive information with discretion and ensure secure record keeping.

Reporting & Analysis

• Assist in preparing reports, executive summaries, and presentations for management and board reviews.
• Support the COO in tracking business initiatives, projects, and team performance.
• Consolidate data from various departments and prepare concise reports or insights when required.

Qualifications & Experience:

• Bachelor’s degree in Business Administration, Management, or related field.
• 5–8 years of experience in office management, executive assistance, or administrative coordination — preferably supporting C-level executives.
• Strong organizational and multitasking skills with the ability to handle confidential matters professionally.
• Proficient in MS Office Suite (Excel, PowerPoint, Outlook, Word); experience with ERP or workflow systems preferred.
• Excellent written and verbal communication skills in English.

Key Competencies:

• Professionalism and discretion at all times
• Strong interpersonal and stakeholder management skills
• Attention to detail and initiative-taking attitude
• Time management and prioritization skills
• High level of confidentiality, judgment, and reliability