Office Secretary / Office Coordinator

Job summary

Zokoa Group is looking for an organized, proactive, and detail-focused Office Secretary / Office Coordinator to support senior leaders and keep everyday office activities running smoothly. This role serves as a coordination hub across teams, handling calendars, meetings, communication, documentation, follow-ups, and travel planning while helping ensure work is completed efficiently and on time.

Key responsibilities

The position covers executive assistance, administrative coordination, meeting support, travel arrangements, record keeping, office administration, communication follow-up, reporting, and support for process improvements.

Executive and administrative support

• Deliver full secretarial and administrative assistance to management.
• Organize executive calendars, appointments, and daily schedules.
• Review, prioritize, and route internal and external communications.
• Draft letters, reports, presentations, and formal documents.
• Handle confidential business information with discretion.

Meeting coordination and management

• Arrange meetings, interviews, management reviews, and department discussions.
• Prepare agendas and share relevant materials ahead of time.
• Record minutes and maintain trackers for action items.
• Follow up with stakeholders to ensure assigned tasks are completed on schedule.
• Coordinate board, management, and client meetings as needed.

Calendar and appointment management

• Maintain calendars for executives and departments.
• Schedule appointments with clients, suppliers, government bodies, and business partners.
• Resolve scheduling clashes and protect effective time use for management.
• Send reminders and follow-ups for important meetings and deadlines.

Travel and itinerary planning

• Organize domestic and international business travel.
• Create detailed itineraries covering flights, hotels, transport, and meeting timings.
• Ensure travel documents, visas, and supporting paperwork are prepared in advance.
• Track travel expenses and keep records updated.

Cross-department coordination

• Maintain a central tracker for tasks, approvals, commitments, and due dates across teams.
• Check in regularly with department representatives to monitor progress.
• Facilitate information flow between management and departments.
• Escalate urgent delays or unresolved matters to management when needed.

Documentation and records management

• Keep physical and digital filing systems well organized.
• Manage document control, version tracking, and retrieval processes.
• Prepare and maintain reports, trackers, correspondence, and operational records.
• Assist with company policies, SOPs, and other administrative documents.

Office administration

• Oversee routine office administration tasks.
• Coordinate office supplies, stationery, and general administrative needs.
• Work with vendors, service providers, and facility management teams.
• Track office maintenance requests and ensure timely closure.

Communication and follow-up

• Write professional emails, letters, notices, and announcements.
• Support internal communication across departments.
• Track pending approvals, requests, and action items.
• Ensure management instructions are communicated and followed through.

Reporting and management updates

• Prepare daily, weekly, and monthly administrative reports.
• Compile departmental updates and share summaries with management.
• Maintain trackers for tasks, approvals, travel plans, meetings, and key deliverables.

Process improvement support

• Spot administrative bottlenecks and suggest practical improvements.
• Help implement office procedures and administrative controls.
• Support compliance with company policies, documentation standards, and communication guidelines.

Performance expectations

• Meet scheduling and coordination deadlines consistently.
• Maintain accurate and effective calendar management.
• Close meeting action items within agreed timelines.
• Prepare travel plans and itineraries promptly.
• Reduce overdue administrative tasks and follow-ups.
• Keep reports and documentation accurate and timely.
• Manage records and correspondence efficiently.
• Support high stakeholder satisfaction through dependable administration.