Office Coordinator

Job Description

Office Secretary / Office Coordinator

Job Summary

Zocoa Group is seeking a highly organized, proactive, and detail-oriented Office Secretary / Office Coordinator to support senior management and ensure smooth day-to-day office operations. The successful candidate will act as a central coordination point across departments, managing schedules, meetings, communication, documentation, task follow-ups, and travel arrangements while ensuring operational efficiency and timely execution of organizational priorities.

Key Responsibilities
1. Executive & Administrative Support

Provide comprehensive secretarial and administrative support to management.
Manage executive calendars, appointments, and schedules.
Screen, prioritize, and coordinate internal and external communications.
Prepare correspondence, reports, presentations, and official documents.
Maintain confidentiality of sensitive business information.
2. Meeting Coordination & Management

Schedule and coordinate meetings, interviews, management reviews, and departmental discussions.
Prepare meeting agendas and circulate supporting documents in advance.
Record meeting minutes and maintain action-item trackers.
Follow up with stakeholders to ensure timely completion of assigned actions.
Coordinate board meetings, management meetings, and client meetings as required.
3. Calendar Management & Appointment Scheduling

Manage and maintain executive and departmental calendars.
Coordinate appointments with clients, suppliers, government entities, and business partners.
Resolve scheduling conflicts and ensure effective time management for management personnel.
Send reminders and follow-up communications for important meetings and deadlines.
4. Travel & Itinerary Planning

Coordinate local and international business travel arrangements.
Prepare detailed travel itineraries, including flights, hotel bookings, transportation, and meeting schedules.
Ensure travel documents, visa requirements, and supporting documents are arranged in advance.
Manage travel-related expenses and maintain travel records.
5. Cross-Department Coordination

Maintain a centralized tracker for tasks, approvals, commitments, and deadlines across departments.
Follow up regularly with department representatives to monitor progress and completion.
Coordinate information flow between departments and management.
Escalate critical delays or pending matters requiring management intervention.
6. Documentation & Records Management

Maintain organized filing systems for physical and electronic records.
Ensure proper document control, version management, and retrieval processes.
Prepare and maintain reports, trackers, correspondence, and operational records.
Support the preparation of company policies, SOPs, and administrative documentation.
7. Office Administration

Oversee general office administration activities.
Coordinate office supplies, stationery, and administrative requirements.
Liaise with vendors, service providers, and facility management teams.
Monitor office maintenance requests and ensure timely resolution.
8. Communication & Follow-Up

Draft professional emails, letters, notices, and announcements.
Coordinate internal communications across departments.
Track pending approvals, requests, and action items.
Ensure management directives are communicated and followed up effectively.
9. Reporting & Management Updates

Prepare daily, weekly, and monthly administrative reports.
Consolidate departmental updates and submit summaries to management.
Maintain trackers for pending tasks, approvals, travel schedules, meetings, and key deliverables.
10. Process Improvement Support

Identify administrative inefficiencies and recommend improvements.
Support implementation of office procedures and administrative controls.
Ensure adherence to company policies, documentation standards, and communication protocols.
Key Performance Indicators (KPIs)

Timely scheduling and coordination of meetings.
Accuracy and effectiveness of calendar management.
Completion of meeting action items within agreed timelines.
Timely preparation of travel arrangements and itineraries.
Reduction in overdue administrative tasks and pending follow-ups.
Accuracy and timeliness of reports and documentation.
Efficient management of office records and correspondence.
Stakeholder satisfaction with administrative support services.