Office Coordinator

Job Purpose

Internal

• NIT Department Heads and employees.
• Internal teams and stakeholders in line with assigned responsibilities and delegated authority.

External

• Service providers, vendors, contractors, and relevant external stakeholders, as applicable.

Main Accountabilities And Responsibilities

• Coordinate daily office operations to ensure a clean, safe, and well-functioning workplace.
• Manage office services, including cleaning, security, reception, catering, and office supplies.
• Coordinate with vendors and service providers to ensure service delivery meets agreed standards and service levels.
• Monitor facility maintenance activities and report issues to ensure timely resolution.
• Handle office-related requests and provide administrative support to employees.
• Maintain records of vendor contracts, service schedules, maintenance activities, and supplier performance.
• Support office space management, workstation allocation, meeting room arrangements, and logistics coordination.
• Coordinate and arrange catering services for Executive Management meetings and events.
• Ensure compliance with health, safety, security, and company policies within the office environment.
• Assist in managing office-related budgets, monitoring expenses, and supporting cost-control initiatives.
• Support emergency preparedness, response coordination, and basic business continuity activities.
• Participate in the continuous improvement of office services, processes, and employee experience.
• Maintain flexibility and availability to respond to operational requirements and urgent requests throughout the workday.
• Provide coverage and support for team responsibilities during staff absences, leave periods, or peak workload situations.

Functional Skills And Knowledge

• Good understanding of office administration and facilities coordination.
• Knowledge of vendor management and service coordination practices.
• Basic understanding of health, safety, and workplace compliance requirements.
• Ability to manage office supplies, inventory, service schedules, and administrative records.
• Familiarity with cost tracking, expense monitoring, and basic budgeting principles.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, and PowerPoint).
• Basic knowledge of maintenance and facility services is considered an advantage.

Interpersonal Skills

• Strong verbal and written communication skills.
• Excellent organizational and coordination abilities.
• Ability to build effective working relationships with employees, vendors, and stakeholders.
• Customer-service mindset with a focus on employee support and satisfaction.
• Ability to manage multiple priorities and respond effectively to changing demands.

Personal Attributes

• High level of responsibility, accountability, and professionalism.
• Strong attention to detail and a structured approach to work.
• Proactive, solution-oriented, and service-focused mindset.
• Ability to work under pressure and meet deadlines.
• Positive attitude with strong teamwork and collaboration skills.

Education And Experience

• Diploma or Bachelor's degree in Business Administration or a related field.
• 2–4 years of experience in office administration, facilities coordination, or a similar role.
• Experience in vendor management and office services coordination is preferred.
• Experience within a corporate, engineering, infrastructure, or project-based environment is an advantage.