Administrative Coordinator

**Job Title**:Administrative Coordinator**

**Area: Administration**

**Reports to: Manager - International Office**

**Location: South Pacific & Philippines Office with three (3) fixed work from home days**

**Organization Overview**

**Rotary’s Commitment to Diversity**

As a global network that strives to build a world where people unite and take action to create lasting change, Rotary values diversity and celebrates the contributions of people of all backgrounds, regardless of their age, ethnicity, race, colour, abilities, religion, socioeconomic status, culture, sex, sexual orientation, and gender identity.

**Overview**

The Administrative Coordinator is responsible for ensuring that the operations of the South Pacific and Philippines Office (SPPO) run efficiently at all times. They are responsible for business processes related to Donor Recognition and Inventory Management. The role manages third party vendor relationships to maintain operating facilities and optimal level of office supplies. The role will also be expected to build departmental knowledge to be able to assist teams during peak seasonal activity..

**You Will Have**
- Experience with Office Administration
- Experience with Customer Relations Management platforms
- Excellent interpersonal and analytical skills

**You Are Good At**
- Written and oral communication
- Multi-tasking
- Working under pressure
- Customer service with prompt tactful responses
- Prioritizing workload with maximum efficiency
- Showing attention to detail
- Active listening and contributing to constructive discussions

**You Are Open To**
- Being curious, open-minded, and willing to continually learn
- Continuous process improvements
- Feedback to improve performance
- Cross-training with all departments to provide functional support when necessary
- While there is flexibility to work from home on fixed days, there will be occasions where working additional days in office may be required for training and other purposes.

**You Will Be Responsible For**
- Managing procurement and inventory of office supplies and maintains relationships with major suppliers and vendors eg landlord, equipment, office suppliers
- Taking ownership of the donor recognition fulfillment process and identifies opportunities for process improvements; ensuring that third party logistics partners for donor recognition regalia for dispatch delivers efficiently and upholds service level agreements
- Ensuring adequate inventory of recognition regalia and packaging materials is available at all times; establishing the business process of inventory and reorder points
- Managing office calendar and arranging small meetings and staff/volunteer events
- Assisting the Office Manager with tracking staff overtime hours and ensuring staff use time in lieu accrued within 6 months
- Collaborating and actively contributing to internal workgroups, building on departmental expertise to be able to assist teams during peak/seasonal activity
- Performing other duties as assigned

**Leadership Attributes**
- **Collaboration**:Build partnerships and work with others to meet shared objectives
- **Productivity**:Achieve results that move Rotary toward its goals
- **Communication**:Be open to receiving ideas from diverse viewpoints and able to communicate messages so that they are universally understood
- **Innovation**:Move Rotary beyond traditional ways of thinking
- **Accountability**:Have a clear sense of ownership and take personal responsibility for actions

**Why Work For Rotary?**
- Tuition reimbursement
- Professional development opportunities
- Flextime-several different work schedules to choose from
- Employee Assistance Program (EAP)