UCMAS Academy
Administrative Coordinator
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Job Description
- 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
- 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.
- 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.
- 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.
- 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.
- 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.
- Prepare adaily reportdetailing all external errands completed, pending transactions, issues encountered, and required follow-up.
- Maintain aweekly reportcovering 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.
Requirements & Qualifications
- Bachelor’s degree from an accredited university preferred.
- Minimum5 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 ofEnglish, both written and spoken.
- Excellent command ofArabic, 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.
EGjobank Analysis
Quick Role Summary
Opportunity as "Administrative Coordinator" at ARTOC located in القاهرة on a Full-Time basis, suited for Fresh Graduate candidates, within Marketing & Sales. Key details from listing: • External errands and administrative transactions • Office supplies and stationery • Purchasing of routine administrative requirements • Document collection,…
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- Tailor your CV headline to match "Administrative Coordinator" and feature measurable achievements in the top third of your resume.
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- After applying, monitor your status from your dashboard and stay prepared for an interview invitation.
Readiness Checklist
- Updated CV in standard PDF format with a professional filename
- Skills aligned with the stated role requirements
- Availability for work in القاهرة or remote if specified
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