Job Description Coordination Manager

Job Summary:

We are looking for a dedicated Coordination Manager to oversee the company’s day to day running. You will provide high-quality administrative and clerical assistance to top-level executives.The Coordination Manager’s main duties will include scheduling meetings, making travel arrangements and organizing daily calendars. To be successful in this role, you should be proactive, meet deadlines and communicate effectively. The ideal candidate should have previous experience as an Executive Assistant / Coordination Assistant and should be familiar with office management technologies.

Duties & Responsibilities:

  • Coordinate calendars
  • Plan appointments and events
  • Act as the point of contact between executives and employees/clients
  • Create regular reports and update internal databases
  • Make travel arrangements
  • Manage phone calls and emails
  • Manage bookings and coordination. 
  • Respond promptly to managers’ queries
  • Facilitate internal communication (e.g. distribute information and schedule presentations)
  • Suggest more efficient ways to run the office and troubleshoot malfunctions
  • Review and recommend changes to our company policies
  • Manage the company’ site in Shopify. 
  • Manage traveler’s database and bookings.

Minimum Requirements

  • Proven work experience as a Senior Executive Assistant, Executive Administrative Assistant or similar role
  • Knowledge of office procedures
  • Solid experience with office management systems, Shopify and Google Docs, Sheets, Slides. 
  • Familiarity with online calendars and cloud systems
  • Excellent grip over written and spoken English.
  • Strong communication skills (via phone, email and in-person)
  • Experience exercising discretion and confidentiality with sensitive company information
  • Excellent organizational skills with an ability to think proactively and prioritize work
  • High school degree; additional qualifications as Personal Assistant or Secretary are a plus
  • Critical thinker and problem-solving skills

Coordination KPI’s

  • Showing understanding and importance of reviewing the entire schedule
  • Gathering and communicating necessary information for attendees and agendas
  • Assembling travel itineraries
  • Coordinating travel and accommodations
  • Scheduling meetings 
  • End to end trip management (Including but not limited to bookings, payments, communications, flight coordination, diet plans, local arrangements, contact lists, individual traveler needs, satisfaction surveys etc.) 

Communication KPI’s

  • Writing clear and specific emails
  • Proofreading and editing written communication materials
  • Taking diligent notes of phone conversations or messages
  • Preparing effective daily reports or updates
  • Providing helpful input
  • Delivering messages promptly and clearly

Support KPI’s

  • Arranging meetings to discuss priorities and meetings
  • Documenting daily achievements and to-do lists at the end of the day
  • Ensuring manager has reports and information needed to complete work
  • Increasing the manager’s productivity by attending meetings and taking notes

Systems KPI’s

  • Manage site changes in Shopify. 
  • Manage integrated booking systems.
  • Manage customer and marketing emails. 
  • Manage Ads
  • Manage accounting and reporting. 
  • Managing vendor relationships. 
  • Coordinating and managing sponsors.