This document outlines the responsibilities of an Administration Coordinator role including: managing purchases, assets, insurance policies, facilities like maintenance, security, and cleaning for multiple premises; handling travel, contracts, events, and printing; maintaining procedures; signing documents; overseeing subordinates; and reporting to senior leadership. Key duties involve overseeing all administrative functions for multiple entities, ensuring tasks are completed on time, and compliance with policies and systems.

1.  Managing purchases, bidding, RFQs, Purchase Requisitions, preparing supported reports and
studies, issuing Purchase Orders, following up with the suppliers for the delivery on time & for the
proper invoicing, Validating the orders received, inputting the invoices on the financial system,
signing & passing them to the accounting Dept. for posting.
 Assets management – overviewed the purchase and the implementation of an asset management
and bar-coding solution, and a blind inventory of the group’s assets, and matching the results of
the inventory, Bar-coding any new asset, running yearly inventories, matching the results of the
inventory with the financial system & the assets System, follow & adjust every movement of any
asset on the financial system on continuous basis between the 3 different locations, or between
the employees, and dispose any asset that is damaged or sold.
 Billing sister companies for the shared expenses, & billing the assets between entities in case of
sale (Updating the inventory, preparing offers, billing accordingly, & consequently updating the
financial System & the assets system)
 Managing the Corporate insurance policies, including Professional Indemnity, Electronic
Equipment, and Property all risk, Civil responsibility, money policy, political risk policy, land transit
policies for all the entities (5 entities dropped to 2 entities recently) and for the three premises
 Facilities management
- Maintenance (Follow up with the maintenance officer for any maintenance work to be done in
all the premises, or for any renovation or relocation to be done from A to Z; planning, getting
quotations, running purchases, & following up for works to be one on time)
- Security (Managing security personnel in all premises, giving administrative instructions &
guidelines, making sure all forms are well filled and work is well done)
- Cleaners (Managing cleaners personnel in all premises, giving instructions, and making sure
work that work is well done)
- Caterers (Overviewing the Catering offers, giving instructions, monitor their works)
 Managing cash withdrawals, deposits, and petty cash of the group (5 entities dropped to 2 entities
recently)
 Administrative formalities (Follow up for building taxes, municipality taxes, water taxes for all the
premises to be paid on time, getting landlines, mobile lines, leased lines, EDL counters, and
Internet subscription for all the entities and premises, etc.)
 Running and cancelling domiciliation for lines, EDL counters, etc…
 Corporate travel for the Capital Outsourcing Group from A to Z; visas, tickets & hotels booking (5
entities recently dropped to 2), provide the travelers with advance cash & then reconciliate the
expenses & the invoices upon their return, run Monthly, Quarterly, & yearly Travel reports, getting
corporate rate agreements on continuous basis with hotels inside Lebanon and worldwide & with
travel agencies.
 Contracts: Review and renew maintenance & miscellaneous contracts on yearly basis with
suppliers, Run negotiations with landlords and lawyers for any rent contract renewal in all premises.
 Arranging & organizing the conferences, the events, & the seminars of the company in the hotels
 Follow up with the designer and the printing house for any printing work to be done for the company
and for all the entities (Letterheads, business cards…)
 Composing and maintaining ISO procedures for the Administration unit, Updating the forms & the
procedures related to the administration department on continuous basis
 Sign on behalf of the company on the purchase orders, and any administrative document related
to the daily work & the direct responsibilities in governmental transactions & others (requests for
leased lines, requests for EDL subscriptions, telephone line requests, requests & commitments to
get visas for visitors in the Lebanese General Security, etc.,…) as indicated in the official
commercial Circular of the company
 Proficiency in Navision & Proteus
 Subordinates reporting directly to Administration Coordinator comprised of receptionist,
messenger, Housekeeper, Building Maintenance Officer, total 4 employees.
 Reviewing, monitoring, and providing guidelines to all employees reporting to my side.
 Reporting to the General Manager & to the Chairman