Office Coordinator

The Office Coordinator plays a vital role in ensuring smooth daily operations within the organization. They manage administrative tasks, coordinate schedules as well as deadlines, and facilitate communication between departments as needed. By organizing meetings, maintaining office supplies, and handling correspondence, they create an efficient work environment that allows teams to focus on their core responsibilities. Additionally, the Office Coordinator often serve as the first point of contact for clients and visitors, showcasing professionalism and enhancing the company's image. Their multitasking abilities and attention to detail contribute significantly to overall productivity and team morale.

Primary Responsibilities:

Executive & Administrative Support

• Provide high-level administrative support to senior leadership and management teams
• Manage complex calendars, schedule meetings, coordinate travel arrangements, and prepare agendas
• Draft, proofread, and format correspondence, reports, and presentations
• Maintain confidentiality and handle sensitive information with discretion

Procurement & Proposal Coordination

• Lead and support the preparation, organization, and submission of RFPs (Requests for Proposals), RFIs (Requests for Information), and RFQs (Requests for Quotations)
• Track proposal deadlines and submission requirements, ensuring timely and compliant responses
• Coordinate with internal teams and external partners to gather technical, pricing, and legal documentation

Office Operations & Coordination

• Act as the primary point of contact for general office operations and vendor relations
• Assist the Procurement Team with ordering office supplies, manage inventory, and ensure the office environment is professional and efficient

Meeting & Event Coordination

• Organize internal and external meetings, conferences, and events
• Take meeting minutes, track action items, and ensure timely follow-up
• Manage logistics including catering, venue booking, and technical setup

Document & File Management

• Maintain and organize digital and physical filing systems
• Ensure accurate recordkeeping of contracts, proposals, reports, and company policies
• Assist in creating and maintaining standard operating procedures and templates

Preferred Qualifications:

• 3+ years of experience in an Office Coordinator, or similar administrative role
• 2+ years of experience in document control
• Direct experience managing and responding to RFPs, RFIs, and RFQs
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams)
• Exceptional interpersonal skills for both written and verbal communications
• High level of professionalism, discretion, and problem-solving ability
• Strong time management, meticulous attention to detail and organizational skills with an ability to multitask