Admin Coordinator

Job OverviewUndertake high level administrative support to a department or team, involving some independent research and collation of information.  Responsibilities will require interaction at senior levels and exposure to highly confidential information requiring considerable use of tact, diplomacy and discretion.  Duties and responsibilities will be broad in scope and require considerable judgment and initiative in resolving unique problems and making recommendations.  Professionally represents the manager and/or department assigned.

Essential Functions• Arrange and schedule meetings and teleconferences with internal and external parties.• Coordinate travel schedules making recommendations for cost saving and effective alternatives.• Compile meeting agendas, take and distribute minutes and follow up on action points, escalating issues where appropriate.• Independently research, compile data and compose both routine and non-routine correspondence, reports and presentations for review and final revision by manager.  Routine items may be dealt with independently as delegated by the manager.  Ensure that requested management information including Human Resources data is submitted accurately and to timescales.• Undertake projects, research data and make special studies, requiring independent decisions and conclusions.• When manager is unavailable, use initiative to review and prioritize activities, taking action or escalating critical matters as appropriate.• Serve as an information source for department, answering questions, making referrals as required, and conducting required research.• Assist in the development and design of improved administrative procedures to promote the timely processing and submission of all administrative deliverables.• Develop and implement an efficient work flow and information tracking/retrieval system across all assigned projects, and maintain/archives files and records.• May provide support and guidance to new or more junior members of staff.• Filter telephone calls, mail and email; dispersing and handling as appropriate.• Receive, photocopy, distribute, and file a variety of incoming and outgoing correspondence and reports.• Perform other duties as required.

Qualifications• High School Diploma or equivalent.• 4 years' related experience; or equivalent combination of education, training and experience• Knowledge of Microsoft Office applications.• Ability to deal with routine matters.• Ability to exercise judgment within procedures and practices to determine appropriate action.• Ability to work within well defined guidelines and procedures.• Ability to prioritize own workloads to meet deadlines.• Ability to work independently and manage time efficiently.• Ability to establish and maintain effective working relationships with co-workers, managers and clients.