Basic Function: • Provides office services by implementing administrative systems, procedures, and policies, monitoring administrative projects, maintaining suggestion program and fully functioning administrative support level. • Performs a variety of complex clerical and computer work. • Performs departmental or program accounting functions related budget tacking and projects. Tasks, Duties and Accountabilities: • Administrative coordinator must be able to help in designing the budget and also implement the task within the cost limits. • Assists in the preparation of the annual budget for the assigned organizational area, including compiling data, making revenue projections and recommending service levels and enhancements, monitors and tracks expenditures, ensuring the department remain within the approved budget allocations. • Responsible for analysis and reporting of the tasks. • Organize each task meticulously and point of action. • Scheduling meetings and complete the tasks on time. • Administrative coordinator is also responsible for maintaining the databases, generate reports and check emails, mails and send prompt replies for the action to be taken in a timely manner. • Responsible for managing and ability to act as liaison between external vendors and other departments. • Manages and orders inventory of department inventory, supplies and resources, and ensures office equipment is operating properly. • Organizes and maintains supervisor and/or department calendar, which includes scheduling meetings. • Schedules special meetings, contacts participants, prepares relevant documentation and books meeting rooms. • Assist with preparation of agenda. • Attends meetings, takes minutes, and follows up on decisions within area of responsibility. • Maintains administrative workflow by studying methods, implementing cost reductions, developing reporting procedures. • Creates and revises systems and procedures by analyzing operating practices, studying utilization of micro-computer and software technologies, evaluating personnel and technological requirements, implementing changes. • Resolves administrative problems by analyzing information, identifying and communication solutions. • Maintains suggestion system by directing and controlling administrative technical aspects in accordance with management directives. • Provides information by answering questions and requests. • Maintains continuity of work operations by documenting and communicating needed actions to management, discovering irregularities, determining continuing needs. • Completes administrative projects by identifying and implementing new technology and resources, redesigning systems, recommending re-deployment of designated resources. • Accomplishes department and organizations mission by completing related results as needed. • Establishes operating policies and procedures for a department, develops, analyzes and manages a departments annual operating budget. • Performs other duties of a similar nature or level. • Performing technical evaluation, specialized, complex and difficult office administrative work requiring the use of independent judgment. • Interpreting and implementing policies, procedures and computer applications related to the department or organizational unit to which assigned. • Analyzing and resolving office administrative and procedural problems. • Performing basic research and preparing reports and recommendations. • Overseeing projects or programs and/or supervising, monitoring and evaluating the work of staff. Desired Candidate Profile Minimum Requirements: • Coordinate with company head quarters for all IT and budget related jobs. • Preparation of operation and capital budget requirement draft. • Inquiry for the current approximate market value for the item required. • Final preparation of operation and capital budget for submittal. • Minutes of meeting for the budget confirmation by division manager. • Preparing scope of work for the approved budget. • Collecting detailed specification for the required item. • Preparing justification for the approved budget. • Entering draft purchase requisition on Maximo. • Preparing documentation for the SPE committee approval for the budget. • SPE committee approved project initiated for AFE approval. • Approved AFE initiated for acquisition by procurement service division. • Vendors site visit coordination. • Technical evaluation for cutoff point. • Preparation of final technical evaluation for approval. • Receiving information for the purchase order. • Receiving the items as per the purchase order. • Communication with supplier and purchase department for updates. • Keeping filing system for the project until file closed. • Daily communication and follow up (memo, email, telephone and direct meeting). • Responsible all security and safety equipments inventory. • Authorized for SKEC IT coordination. • Responsible for all IT equipments inventory. • Authorized for IT complaints incident call. • Preparation for IT budget requirement. • Handling all related manpower, security and safety, IT and furniture and office modification capital and operation budget.