Office Coordinator

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-UpDraft 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.