About the job Admin Coordinator

Job Purpose:

Fulfill company & staff administrative needs in terms of material production & admin purchases, while managing payments and controlling expenses vs budget.

Duties & Responsibilities:

Admin Role

• Follow administration processes including invoicing, orders recording, payments & expenses handling and related documentation for the department.
• Responds to department inquiries and requests from subsidiaries
• Update regularly the store archiving plan (Maadi in & out files)
• Update & Extract data from archiving system (laser fiche)
• Receive Admin requests from admin help desk and respond to queries accurately & timely.
• Supervise and analyze payments expenses & report monthly deviation.
• Manage Car Licenses & insurance renewal.
• Coordinate with Security team in Adabeya to issue required port permits for visitors & vehicles (for both staff and guests).
• Monitor stationary stock levels in all company sites and handle replenishment.
• Follow up on office maintenance and contact concerned parties: electrician, carpentered. in all office branches.
• Monitor canteen, administrative & cleaning supplies in all branches.
• Carry out administrative duties of the department to fulfil the needs of all employees.
• Follow up on messengers/ drivers missions progress.

Production & Purchasing role

• Issue purchase requests and the following procedures.
• Collect and review quotations on regular basis to select & filter suppliers.
• Negotiate with suppliers to achieve the most competitive price rates.
• Issue POs and review deliverables based on the approved POs.
• Provide samples to the concerned department according to their requests.
• Relay production specs required by concerned dept. to suppliers.
• Update department suppliers database and handle suppliers contract renewal.
• Update the suppliers evaluation records on monthly basis.

Reporting

• Submit budget variance report, car assets report, suppliers evaluation report.

Travel Arrangements

• Book flights ticket of the requested date with competitive price rates
• Handle local travel (car rental and required permits)
• Follow up on travel agencies, employees & concerned airlines when needed especially during problems to ensure the all travel arrangements is up to the prescheduled plan.

Requirements:

• 2-4 years of total relevant experience.
• Knowledge of ERP Systems is a plus.
• 1-2 years of experience in production.
• Previous experience with Budgeting.
• Good knowledge of dealing with Local and international vendors.
• Ability to set up and organize database and Spreadsheets.
• Ability to efficiently use MS Office (Word/ Excel/ PowerPoint)
• Bachelor's degree or equivalent.
• Knowledge of MS Office, with a particular focus on MS Excel.
• Excellent command of English (Spoken & Written).