The Administrative Coordinator will act as the operational right hand of the Executive Assistant to the Director by providing administrative, coordination, and operational support to ensure the smooth and efficient functioning of daily business activities and help in administrative processes, coordinating communications, maintaining records, and facilitating office operations across departments.

1.      Executive & Strategic Support

·       Follow up with Heads of Departments and subordinates on pending action plans.

·       Consolidate monthly sales and operational reports for management review.

·       Track progress of new location projects and renovation plans.

·       Coordinate meetings between the Director and department heads.

·       Prepare presentations for board meetings and management reviews.

·       Monitor completion of tasks assigned by the Director and provide status update.

2.      Operational Control & Monitoring

·       Monitor the progress of operational activities and follow up on pending tasks across departments.

·       Maintain trackers for key operational projects, deadlines, and action plans.

·       Ensure timely submission of reports, documents, and information requested by management.

·       Coordinate with department heads and showroom teams to obtain updates on operational matters.

·       Escalate operational issues, delays, or risks to the Executive Assistant to the Director.

·       Assist in monitoring compliance with company policies, procedures, and administrative controls.

·       Track implementation of management decisions and provide status updates.

·       Prepare operational summaries and reports for management review.

·       Maintain records of operational performance indicators and departmental activities.

·        Support continuous improvement initiatives by identifying process gaps and recommending administrative solutions.

3.      Process & Efficiency Improvement

·       Review existing administrative processes and identify opportunities for improvement.

·       Recommend and assist in implementing more efficient workflows, procedures, and administrative controls.

·       Develop and maintain standardized templates, forms, trackers, and documentation.

·       Support the automation and digitization of administrative processes where applicable.

·       Monitor process effectiveness and recommend corrective actions when inefficiencies are identified.

·       Assist in developing and updating Standard Operating Procedures (SOPs) and work instructions.

·       Coordinate with departments to streamline communication and information flow.

·       Identify bottlenecks, duplication of work, and process gaps, and propose practical solutions.

·       Support management in implementing change initiatives and process improvement projects.

·       Promote best practices in administration, document management, and operational coordination.

4.      Coordination & Communication

·       Coordinate communication between the Executive Assistant to the Director and internal departments to ensure timely execution of tasks and initiatives.

·       Liaise with showroom managers, department heads, suppliers, and external stakeholders as required.

·       Schedule and coordinate meetings, appointments, workshops, and business events.

·       Prepare meeting agendas, presentations, minutes, and action trackers.

·       Follow up on action items arising from management meetings and provide regular status updates.

·       Ensure the timely distribution of communications, reports, policies, and management directives.

·       Facilitate the flow of information between departments to support operational efficiency and collaboration.

·       Respond to and redirect enquiries to the appropriate departments while maintaining professionalism and confidentiality.

·       Coordinate company events, training sessions, and management meetings as assigned.

·       Maintain effective working relationships with internal and external stakeholders to support business objectives.

5.      Project & Initiative Management

·       Assist in coordinating company projects and strategic initiatives as directed by the Executive Assistant to the Director.

·       Develop and maintain project plans, trackers, timelines, and progress reports.

·       Monitor project milestones, deliverables, and deadlines to ensure timely completion.

·       Coordinate with departments, showrooms, contractors, suppliers, and other stakeholders involved in projects.

·       Follow up on outstanding tasks and provide regular status updates to management.

·       Identify project risks, delays, or challenges and escalate them appropriately.

·       Organize project meetings, prepare agendas, record minutes, and track action items.

·       Support the implementation of new business processes, systems, and organizational initiatives.

·       Maintain comprehensive project documentation, records, and reports.

·        Assist in evaluating project outcomes and documenting lessons learned for future improvements

6.      Other duties:  

·       Perform any other cognate duties within the scope of responsibilities.

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