Admin coordinator

Job SummaryThe 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 ResponsibilitiesAdministrative CoordinationCoordinate daily administrative activities across the administration departmentMonitor and follow up on administrative workflows, tasks, and action itemsEnsure alignment of administrative services with company policies and proceduresOffice & Facilities SupportCoordinate office services including cleaning, security, catering, transportation, and maintenanceLiaise with external service providers and ensure service level complianceSupport facility‑related requests and track completion of work ordersDocumentation & Records ManagementMaintain organized filing systems (electronic and hard copy)Prepare, review, and distribute administrative documents, letters, and reportsEnsure confidentiality and proper handling of company recordsCoordination & CommunicationAct as a focal point between administration, HR, finance, and other departmentsSchedule and coordinate meetings, site visits, and administrative eventsTrack follow‑ups and ensure timely closure of administrative requestsFinancial & Procurement SupportSupport purchase requests, purchase orders, invoices, and vendor documentationTrack administrative budgets and expenses in coordination with FinanceMaintain records of contracts, agreements, and service renewalsSupport to ManagementAssist in audits, inspections, and compliance activitiesSupport continuous improvement initiatives within the administration functionQualifications & ExperienceEducationBachelor’s degree in Business Administration, Management, or a related field (preferred)Experience3–5 years of experience in an administrative or coordination roleExperience in a corporate, industrial, or manufacturing environment is an advantageSkills & CompetenciesTechnical SkillsProficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)Familiarity with document management systems and basic procurement processesBehavioral & Professional SkillsStrong organizational and coordination skillsExcellent written and verbal communication abilitiesHigh attention to detail and strong follow‑throughAbility to multitask and prioritize effectivelyProfessionalism, discretion, and confidentialityTeam player with proactive problem‑solving mindsetWorking ConditionsOffice‑based roleKey Performance Indicators (KPIs)Timely completion of administrative tasks and coordination activitiesQuality and accuracy of documentation and recordsEffectiveness of communication and follow‑upCompliance with administrative policies and proceduresSatisfaction of internal stakeholdersWe 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