Administrative Coordinator
 
JOB TITLE: Administrative Coordinator
EMPLOYER: Company DUTY STATION: Azerbaijan
PUBLISHED: 2021-04-12 LAST UPDATED: 2021-04-12 DEADLINE: 2021-05-12

Administrative Coordinator

Duties and responsibilities

• Answering and directing phone calls to relevant staff
• Scheduling meetings and appointments
• Taking notes and minutes in meetings
• Ordering and taking stock of office supplies
• Being a point of contact for a range of staff and external stakeholders
• Preparing documents for meetings and business trips
• Processing and directing mail and incoming packages or deliveries
• Greeting and directing visitors and new staff to the organization
• Writing and issuing emails to teams and departments on behalf of teams or senior staff
• Researching and booking travel arrangements for staff members
• Finding ways to improve administrative processes
• Accepts documents submitted on behalf of the Director, in accordance with the decision taken, the relevant departments or persons directly responsible for the paperwork;
• Carries out telephone communication of the director, carries out registration of incoming calls when the Director is not in place;
• Prints the relevant documents indicating the Director;
• Book flights on the most favorable conditions when employees go to business trip;
• Booking hotels for guests invited from abroad;
• Receives visas of external workers;
• Conducts work on the preparation of meetings and consultations with the participation of the director (collects the necessary documents, informs the participants about the date, time, subject and venue of the meeting);
• Preparation of all work related to travel (airline ticket, hotel, transportation, presentations and resolutions etc. and travel, timely transmission of information to human resources and accounting departments;
• Preparation and submission of all other letters related to the Company's activities;
• Daily control of documents in OpenText, control of sending and receiving letters;
• Transfer of the incoming and outgoing letters to the journal and delivery to the relevant staff for execution.

Excellent knowledge of Azerbaijani and Russian languages, advanced level in English

If you are interested, please send your resume to recruitment@ires.az indicating Administrative Coordinator in the subject line of your e-mail.

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