Administrative Coordinator

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.

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