Office Administrator

Position Overview:

We are seeking a highly organized Administrative Coordinator to support the day-to-day operations of our MEA division. This role provides administrative, operational, and light project support across multiple business functions, including reporting, communications, customer coordination, travel management, and facility oversight. The ideal candidate is proactive, detail-oriented, and comfortable working in a fast-paced environment with minimal supervision.

Administrative & Operational Support:

• Prepare and submit monthly MEA activity reports, including financial updates and work summaries.
• Monitor expenses and support internal tracking processes.
• Maintain records of annual leave and sickness for staff and provide updates to senior leadership.
• Liaise with the company’s healthcare provider to ensure continuous service for employees.
• Assist with supplier questionnaires and new customer onboarding documentation.
• Create, update, and maintain customer and prospect databases.
• Oversee both outgoing customer shipments and incoming shipments from overseas suppliers.
• Monitor cell phone usage/bills and ensure timely payments.
• Provide proofreading support for presentations, proposals, and internal documentation.

Marketing & Communications:

• Update the company website with news and relevant announcements.
• Coordinate with external marketing partners to maintain scheduled outbound email campaigns.
• Act as the first point of contact for incoming calls, emails, and general inquiries.

Office & Facility Management:

• Ensure the office environment remains clean, organized, and fully functional.
• Maintain office inventory and order supplies as needed.
• Oversee the smooth operation of daily office activities and facility needs.

Scheduling & Travel Coordination:

• Manage calendars, schedule meetings, and book conference rooms.
• Arrange domestic and international travel, accommodation, and logistics for leadership and sales teams.

Customer & Prospect Engagement:

• Conduct warm and cold calls to customers and prospects to schedule virtual or in-person meetings for senior leadership.

Required Skills & Qualifications:

• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint); strong data entry and record-keeping capabilities.
• Organizational Skills: Ability to prioritize tasks, multitask, manage time effectively, and maintain accuracy.
• Communication: Excellent written and verbal communication skills; professional interaction with internal and external stakeholders.
• Interpersonal: Ability to work independently and collaboratively within a small team.
• Problem-Solving: Capable of handling challenges, taking initiative, and working efficiently with minimal supervision.