The Administration Coordinator is responsible for coordinating, organizing, and supporting administrative operations to ensure efficient office and departmental functioning. The role acts as a central point of coordination between departments, service providers, and management, ensuring administrative processes run smoothly and consistently.
Key Responsibilities
Administrative Coordination
Coordinate daily administrative activities across the administration department
Monitor and follow up on administrative workflows, tasks, and action items
Ensure alignment of administrative services with company policies and procedures
Office & Facilities Support
Coordinate office services including cleaning, security, catering, transportation, and maintenance
Liaise with external service providers and ensure service level compliance
Support facility‑related requests and track completion of work orders
Documentation & Records Management
Maintain organized filing systems (electronic and hard copy)
Prepare, review, and distribute administrative documents, letters, and reports
Ensure confidentiality and proper handling of company records
Coordination & Communication
Act as a focal point between administration, HR, finance, and other departments
Schedule and coordinate meetings, site visits, and administrative events
Track follow‑ups and ensure timely closure of administrative requests
Financial & Procurement Support
Support purchase requests, purchase orders, invoices, and vendor documentation
Track administrative budgets and expenses in coordination with Finance
Maintain records of contracts, agreements, and service renewals
Support to Management
Assist in audits, inspections, and compliance activities
Support continuous improvement initiatives within the administration function
Qualifications & Experience
Education
Experience
3–5 years of experience in an administrative or coordination role
Experience in a corporate, industrial, or manufacturing environment is an advantage
Skills & Competencies
Technical Skills
Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Familiarity with document management systems and basic procurement processes
Behavioral & Professional Skills
Strong organizational and coordination skills
Excellent written and verbal communication abilities
High attention to detail and strong follow‑through
Ability to multitask and prioritize effectively
Professionalism, discretion, and confidentiality
Team player with proactive problem‑solving mindset
Working Conditions
Key Performance Indicators (KPIs)
Timely completion of administrative tasks and coordination activities
Quality and accuracy of documentation and records
Effectiveness of communication and follow‑up
Compliance with administrative policies and procedures
Satisfaction of internal stakeholders
We are a global leader in taste, scent, and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy. At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity, national origin, race, age, sex, or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability.
Visit IFF.com/careers/workplace-diversity-and-inclusion to learn more
