Office Coordinator

Job Description — Office Coordinator

Position: Office Coordinator

Location: Karachi, Pakistan

Employment type: Full-time, Office-based

Reports to: Office Director

About the company

We are a dynamic construction company delivering commercial and residential projects. We value safety, clear communication, operational rigor, and a collaborative office culture. The Office Coordinator supports the Office Director by ensuring the smooth, efficient running of the office and acting as a central point of contact for project teams, vendors, and site staff.

Position summary

The Office Coordinator is responsible for day-to-day office operations, administrative support, and coordination across projects and departments. This role ensures the Office Director’s priorities are implemented, office processes run reliably, and internal and external stakeholders receive timely, professional service.

Key responsibilities

• Serve as the primary point of contact for the office: answer phone, greet visitors, manage incoming/outgoing correspondence, and route communications appropriately.
• Manage the Office Director’s calendar, schedule meetings, prepare agendas, coordinate meeting logistics, and take/track minutes and action items.
• Oversee office administration: ordering supplies, maintaining office equipment, managing vendor relationships (maintenance, security, cleaners), and ensuring a safe, organized work environment.
• Support HR-related tasks: assist with onboarding/offboarding, coordinate background checks and inductions, maintain personnel files (confidentially), and schedule training and safety orientations.
• Coordinate procurement and small-purchase processes: maintain vendor lists, obtain quotes, track purchase orders, and help reconcile invoices with the accounting team.
• Maintain office and project records: organize and file contracts, permits, insurance certificates, and administrative project documentation (both digital and physical filing systems).
• Assist with expense reporting and petty cash management: verify receipts, prepare expense submissions, and liaise with finance for timely processing.
• Support project teams by coordinating site visit logistics, arranging temporary access/badges, and facilitating communication between field and office staff.
• Prepare basic reports, presentations, and correspondence for the Office Director and project managers.
• Implement and improve office procedures and workflows to increase efficiency and reduce administrative bottlenecks.
• Ensure compliance with company policies on records retention, confidentiality, and safety procedures.
• Perform ad-hoc administrative tasks and special projects as assigned by the Office Director.

Required qualifications & experience

• High school diploma or equivalent; certificate or diploma in Office Administration, Business, or related field preferred.
• 2+ years of administrative or office coordination experience; experience in construction, engineering, or a trades-related environment strongly preferred.
• Proficiency with Microsoft Office (Outlook, Word, Excel) and comfort learning industry software (ERP, project management or construction management platforms).
• Strong organizational skills and proven ability to manage multiple priorities and deadlines.

Preferred skills & competencies

• Excellent verbal and written communication skills; professional phone and email etiquette.
• Meticulous attention to detail and strong follow-through.
• Ability to build productive relationships with project teams, vendors and site personnel.
• Discretion and the ability to handle confidential information sensitively.
• Problem-solving mindset and initiative — able to anticipate needs and act autonomously.
• Customer-service orientation and a calm, solutions-focused approach under pressure.
• Basic numeracy and comfort preparing simple reconciliations and expense reports.

Performance expectations / KPIs (examples)

• Office requests and inquiries responded to within 24 business hours.
• Meeting logistics and Director calendar conflicts resolved proactively (target: 95% on-time coordination).
• Onboarding paperwork and inductions completed within agreed timeframes.
• Accuracy of administrative records and filing (target error rate <1–2%).
• Timely submission and basic reconciliation of expense reports (e.g., within 5 business days of receipt).

Working conditions

• Standard office hours (9:00 AM – 6:00 PM)
• Primarily office-based.
• Role involves extended computer/phone use and frequent interaction with internal and external stakeholders.

Job Type: Full-time

Education:

• High School (Preferred)

Language:

• English (Preferred)

Work Location: In person