Administrative Coordinator

Tailor Your Resume for this Job

Overview
We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team. This role is essential in supporting daily office operations, ensuring smooth communication, and maintaining efficient administrative processes. The ideal candidate will possess strong computer skills, excellent customer service abilities, and experience with various office management tools. This position offers an opportunity to contribute to a professional environment where organizational skills and attention to detail are valued.

Duties

• Provide comprehensive administrative and executive support to the management in all daily management and operational matters.
• Maintain an organized filing system (both electronic and physical) for company documents, reports, and correspondence.
• Manage and monitor timelines and task lists for ongoing projects, ensuring deadlines and deliverables are met.
• Coordinate and schedule meetings, appointments, and travel arrangements for the Vice President and related executives.
• Review and prioritize all incoming emails and communications; prepare drafts and responses as needed.
• Ensure proper follow-up of management, technical, and weekly meetings, including preparing minutes, action lists, and follow-up reports.
• Act as a central point of contact between the Executive Team and internal/external stakeholders, ensuring smooth communication and information flow.
• Track outstanding items, reports, and approvals, and proactively notify and update the executive management team of key developments or pending issues.
• Draft, review, and proofread business correspondence including reports, letters, and internal memos.
• Support coordination of ongoing projects or files, maintain progress tracking logs, and update senior management as required.
• Handle confidential information with discretion and professionalism.
• Perform other related administrative or coordination duties as assigned by the Vice President.

Requirements

• Minimum 5 years of experience in a similar executive support, coordination, or administrative role.
• Strong organizational skills with proven ability in document filing, timeline tracking, and task management.
• Excellent communication skills and attention to detail; proactive in following up and reporting to senior management.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to multitask effectively and work in a fast-paced environment with minimal supervision.
• Fluency in English required; Chinese (Cantonese and Mandarin) is considered a strong asset.
• Valid driver’s license.

This role is ideal for candidates who thrive in fast-paced environments and are committed to providing exceptional administrative support.

Job Types: Full-time, Permanent

Work Location: In person