Administrative Coordinator

1- Job Summary: The position holder is responsible for providing efficient administrative and logistical support to ARTOC Group, with particular responsibility for handling all external errands, government and official transactions, document collection and delivery, purchasing, and the management and availability of office supplies. The Administrative Coordinator will ensure that all external administrative requirements are handled promptly, accurately, and professionally, while maintaining proper records of all transactions, purchases, documents, and expenses. The Administrative Coordinator reports to the Administative Manager and works closely with the Administration, Finance, HR, Maintenance, and other departments as required.

2- The Administrative Coordinator has direct responsibility for: External errands and administrative transactions

Office supplies and stationery

Purchasing of routine administrative requirements

Document collection, delivery, and follow-up

Government and official administrative procedures

Coordination with external suppliers and service providers

3- Administrative Responsibilities: External Errands and Transactions Handle all external errands and administrative requirements on behalf of ARTOC Group.

Collect and deliver documents, letters, invoices, contracts, cheques, and other official correspondence as required.

Visit government offices, banks, utilities, notaries, chambers of commerce, embassies, authorities, and other institutions when required.

Follow up on government and official paperwork and ensure that applications, documents, and requests are completed and submitted correctly.

Maintain a clear record of all external transactions, including the date, location, purpose, person contacted, status, and required follow-up.

Ensure that all external errands are completed within the required timeline.

Report immediately on any delays, problems, missing documents, or issues encountered during external transactions.

Maintain professional relationships with external contacts and ensure that ARTOC Group is represented professionally at all times.

Coordinate with the relevant internal department before undertaking any external transaction to ensure that all required documents and information are available.

Office Supplies and Stationery Take full responsibility for the availability and proper management of all office supplies and stationery.

Maintain an updated inventory of stationery, office consumables, cleaning supplies, pantry supplies, and other administrative materials.

Monitor stock levels and identify items that need to be replenished before they run out.

Prepare regular purchasing requests for office supplies based on actual consumption and anticipated requirements.

Obtain quotations from suppliers when required and compare prices, quality, and delivery times.

Coordinate with Finance and Administration regarding approvals and payments for purchases.

Receive, check, and verify all office supplies delivered by suppliers.

Ensure that quantities and items received correspond to approved purchase requests and invoices.

Maintain proper records of all purchases and deliveries.

Organize and maintain the office supply storage area in a clean, orderly, and secure manner.

Establish minimum stock levels for frequently used items and ensure that adequate quantities are maintained at all times.

Monitor consumption patterns and identify unnecessary or excessive use of supplies.

Ensure that supplies are distributed appropriately to employees and departments.

Purchasing and Suppliers Source suppliers for stationery, office supplies, administrative requirements, and other routine purchases.

Request and obtain quotations and prepare comparisons where appropriate.

Negotiate prices, delivery schedules, and other terms within the authority granted.

Maintain an updated list of approved and reliable suppliers.

Follow up with suppliers regarding orders, deliveries, replacements, and outstanding issues.

Check the quality and quantity of goods received before confirming completion of an order.

Ensure that invoices, delivery notes, purchase requests, and other supporting documents are properly collected and submitted to the relevant department.

Report any supplier performance issues to management.

Documents and Records Maintain organized records of external transactions, purchases, deliveries, and administrative requests.

Ensure that documents collected from or delivered to external parties are properly recorded and handed to the appropriate person or department.

Maintain a daily log of all external errands and their status.

Keep copies or records of relevant receipts, delivery notes, invoices, and other supporting documents.

Ensure confidentiality and proper handling of all company documents.

Administrative and Office Support Provide general administrative support to the Administrative Manager and other departments when required.

Assist with the preparation, collection, copying, printing, scanning, and delivery of documents.

Coordinate courier and delivery services when required.

Assist with the organization of meetings, events, and other administrative activities.

Support HR with administrative errands and documentation when required.

Coordinate with the Maintenance Department regarding the purchase or delivery of routine maintenance and operational supplies when required.

Assist with urgent administrative requirements and ad-hoc assignments.

Reporting and Accountability Prepare a daily report detailing all external errands completed, pending transactions, issues encountered, and required follow-up.

Maintain a weekly report covering office supply inventory, purchases made, pending orders, supplier issues, and upcoming requirements.

Immediately report any urgent issue, unexpected expense, delay, or problem that may affect the company's operations.

Ensure that all expenses incurred for external errands are supported by proper receipts and documentation.

Maintain accurate records of petty cash or funds received for external errands and submit all supporting receipts promptly.

Ensure that all reports and records are clear, accurate, and properly organized.

Job Qualifications: Bachelor’s degree from an accredited university preferred.

Minimum 5 years of relevant administrative, office coordination, purchasing, or external relations experience .

Previous experience dealing with government authorities, banks, suppliers, and other external institutions is preferred.

Excellent organizational and time-management skills.

Ability to manage multiple errands and priorities simultaneously.

Strong follow-up skills and attention to detail.

Honest, reliable, responsible, and trustworthy.

Professional appearance and positive attitude.

Good communication and interpersonal skills.

Ability to work independently and take initiative.

Ability to remain calm and effective under pressure.

Good proficiency in Microsoft Office, particularly Word and Excel.

Good command of English , both written and spoken.

Excellent command of Arabic , both written and spoken.

Familiarity with Cairo's government offices, business districts, banks, and major administrative institutions is an advantage.

Ability to maintain confidentiality when handling company documents and information.