Admin Coordinator

Job Posting - ADMIN COORDINATOR

At Human Concern International (HCI), we are committed to responding swiftly and effectively to crises, ensuring that communities receive the support they need when they need it most. For over 40 years, HCI has been at the forefront of emergency relief, delivering aid and hope to families in over 40 countries.

We are seeking a dedicated Admin Coordinator to be responsible for ensuring the smooth operation and maintenance of the office environment. This role supports the administrative team by managing office supplies, overseeing maintenance activities, and ensuring a clean, safe, and organized workspace for all employees.

Reporting To: Global Sr HR Manager

Location: Ottawa - Hybrid Terms: Part-Time 20 - 25 hours per week

Salary: 20 to 25 CAD per hour Deadline to Apply: On going until filled

Key Duties and Responsibilities

Office Administration & Inventory Management

• Coordinate and oversee office supply inventory, ensuring adequate stock levels through proactive planning and timely replenishment.
• Develop and maintain an organized inventory management system for office supplies, equipment, and operational assets.
• Monitor inventory usage, analyze consumption trends, and recommend cost-effective purchasing strategies.
• Maintain accurate records of inventory, expenditures, and storage utilization.
• Manage and maintain records of HCI Ottawa storage facilities, including tracking inventory movement and optimizing storage space.

Facilities & Property Coordination

• Coordinate the maintenance, repair, and upkeep of office facilities to ensure a safe, clean, and functional workplace.
• Conduct regular inspections of office premises to identify maintenance requirements, safety concerns, and opportunities for improvement.
• Liaise with contractors, landlords, and service providers to obtain quotations, coordinate work schedules, and ensure quality and timely completion of services.
• Monitor vendor performance and recommend improvements to service delivery and cost efficiency.
• Coordinate property-related documentation, including lease agreements, renewals, amendments, maintenance records, and tenant correspondence.
• Support rental property administration by coordinating rental agreements, renewals, amendments, and maintaining accurate rental records.
• Administer building access for Ottawa Head Office employees by issuing, activating, deactivating, and maintaining access records while ensuring compliance with organizational security procedures.

Procurement & Operational Coordination

• Coordinate procurement activities by preparing purchase orders, tracking deliveries, and ensuring the timely receipt of goods and services.
• Maintain procurement records and monitor purchase requests to ensure compliance with organizational policies and budgets.
• Coordinate with suppliers to resolve delivery issues and maintain positive vendor relationships.
• Identify opportunities to streamline procurement processes and improve operational efficiency.

Administrative Operations & Workplace Support

• Coordinate meeting room bookings, office logistics, and organizational events to ensure smooth execution.
• Oversee office workspace setup, including workstation preparation, furniture coordination, and office relocations.
• Coordinate incoming and outgoing mail, courier services, and deliveries.
• Respond to and coordinate employee requests related to office facilities, equipment, and administrative services.
• Maintain organized administrative records and documentation to support efficient office operations.

Travel & Logistics Coordination

• Coordinate domestic and international travel arrangements, including flights, rail, accommodations, vehicle rentals, and other transportation requirements.
• Obtain quotations, compare travel options, and recommend cost-effective travel solutions while ensuring compliance with organizational travel policies.
• Prepare and distribute comprehensive travel itineraries and supporting documentation.
• Coordinate travel changes, cancellations, and emergency arrangements as required.
• Monitor travel expenditures and maintain accurate travel-related records and documentation.

Vendor & Contract Coordination

• Build and maintain effective working relationships with vendors, contractors, and service providers.
• Obtain and evaluate quotations, negotiate within delegated authority, and ensure services are delivered in accordance with agreed standards.
• Monitor contract performance and elevate issues when necessary to ensure uninterrupted operations.

Process Impro