Role Overview

Our company is seeking a highly organized and proactive Administrative Coordinator to act as a central hub for our operational workflow. In this role, you will be the key interface between our clients, technical teams, and finance department. You will oversee core administrative, billing, and tender activities while supervising a small administrative team in a fast-paced, dynamic environment.

Key Responsibilities

1. Billing & Financial Coordination
-Manage end-to-end portal-based billing and ensure accurate submission of invoices with all supporting documentation (service tickets, delivery notes, etc.).
-Coordinate with the billing specialist and accounting team to ensure operational records align with financial invoicing.
-Oversee Purchase Order (PO) Management, reviewing requests from operations and workshop teams for accuracy before submission to accounting.

2. Tender & Bid Management
-Monitor and respond to online RFQs, tenders, and bid invitations.
-Collaborate with technical, costing, and operations teams to compile and upload documentation accurately to tender portals.
-Track bid outcomes and maintain meticulous records of all submissions.

3. Vendor & Client Registrations
-Handle all registration processes across client portals and procurement systems.
-Maintain and update company profiles, licenses, certifications, and compliance documents to ensure the company remains "tender-ready."

4. Team Supervision & Workflow
-Supervise the admin team, including the Data Entry Officer, Billing Specialist, and Contract Specialist.
-Act as the first point of escalation for administrative issues and monitor workload distribution to meet strict deadlines.
-Manage the main administrative inbox, ensuring timely responses to inquiries and routing requests to appropriate departments.

5. Operations & PR Support
-Track the progress of "Spot Quotations" and service requests from issuance to payment.
-Monitor social media platforms and online presence for inquiries, routing them to the correct internal teams.
-Support management with administrative reports, tracking dashboards, and process improvement initiatives.

Qualifications & Skills

Experience: Proven experience in administrative coordination, billing, or procurement, ideally within the environmental or technical services sector.

Supervisory Skills: Ability to lead a small team and manage multiple workstreams simultaneously.

Technical Proficiency: Strong experience with client/procurement portals and online bidding systems.

Detail Oriented: Exceptional attention to detail, particularly regarding documentation, compliance, and financial records.

Communication: Excellent professional communication skills for client-facing inquiries and internal coordination.

Please send your resume/CV