Admin & Office Coordinator
الوصف الوظيفي
JOB DESCRIPTION
Preliminary Job Information
Job Title: Admin & Office Coordinator
Location: Duhok
Department/Project: HR & Administration
Employment type: Full-time
Reports to: HR Lead
Under the Direct Supervision of: HR Lead
General Information on the Company
Context:
BIM is a multidisciplinary company established in 2014 and headquartered in Erbil, Iraq, specializing in construction, engineering, procurement, maintenance, and supply chain management.
Organization’s Strategy in the Country:
BIM focuses on sustainable infrastructure, innovation, digital transformation, smart energy, and operational excellence across Iraq.
Job Description
Overall Objective:
To coordinate the day-to-day administrative and office requirements of the Duhok Runaki Office and support the HR Department in maintaining a professional, organised, and properly functioning workplace. The position requires a proactive, firm, organised, and highly active individual who can identify issues, take appropriate action, follow up on pending matters, and ensure office requirements are addressed in a timely manner.
Tasks and Responsibilities:
• Coordinate the day-to-day administrative requirements of the Duhok Office.
• Regularly inspect the office and identify anything requiring attention.
• Identify and address routine office issues and follow up until they are resolved.
• Ensure employees have the required office tools, equipment, devices, and other necessary items.
• Monitor office supplies and ensure essential items are available and replenished before they run out.
• Monitor drinking water, coffee, tea, stationery, cleaning materials, and other office essentials.
• Ensure the office remains clean, tidy, organised, and professionally presented.
• Coordinate and follow up on repairs and maintenance, including doors, bathrooms, plumbing, water supply, electrical issues, and other office facilities.
• Coordinate with technicians, suppliers, and service providers when specialist support is required.
• Ensure the garden, parking area, and external office areas are properly maintained.
• Act as the local HR and Administration representative at the Duhok Runaki Office.
• Support employees with day-to-day HR and administrative matters.
• Coordinate with the HR Department regarding employee requests, concerns, attendance, documentation, and other HR-related matters.
• Support the implementation of HR policies and procedures at the Duhok office.
• Monitor general workplace presentation, conduct, and compliance with office rules.
• Address routine workplace issues directly and escalate serious or repeated issues to the HR Lead.
• Maintain confidentiality when handling employee-related information and matters.
• Welcome guests and ensure they are treated professionally.
• Arrange refreshments according to the type of guest and requirements of the visit.
• Ensure meeting and common areas are prepared and presentable.
• Coordinate with relevant departments regarding office requirements and administrative matters.
• Follow up with suppliers, technicians, and service providers to ensure timely completion of requested work.
• Provide regular updates to the HR Lead regarding important office and employee-related matters.
• Perform other related duties assigned by the HR Lead.
• Maintain and monitor the assets of BIM offices and warehouses, ensuring proper records, availability, condition, and appropriate use of company assets.
·• Coordinate the issuance, transfer, return, and replacement of office and warehouse assets and maintain accurate asset records.
·• Report missing, damaged, or improperly used company assets to the HR Lead and follow up on the required action.
Required Profile
Training & Professional Experience:
Required:
• Previous experience in administration, office coordination, HR administration, or a similar role.
• Demonstrated ability to coordinate multiple tasks and follow up on outstanding matters.
• Experience dealing with employees, suppliers, technicians, and service providers.
Desirable:
• Previous experience in a field, project, or multi-team working environment.
• Previous experience supporting HR-related administrative activities.
Technical Knowledge & Skills:
Required:
· Good knowledge of common office administration practices and workplace coordination.
· Good organisational, communication, problem-solving, and follow-up skills.
· Ability to maintain records and handle confidential information appropriately.
Desirable:
· Knowledge of HR administrative processes and workplace policies.
· Experience with office facilities, maintenance coordination, and supplier follow-up.
Languages:
Required:
Kurdish
English
Desirable:
Arabic
Software Proficiency:
Required:
· Microsoft Office, including Word, Excel, and Outlook.
· Basic document management and record-keeping tools.
Desirable:
• Experience with HRIS, attendance systems, or other administrative systems.
Required Personal Characteristics
• Proactive and highly active approach to work.
• Firm but professional approach when addressing workplace issues.
• Strong organisational and follow-up skills.
• Good communication and interpersonal skills.
• Strong attention to detail.
• Ability to identify problems and take practical action.
• Ability to work independently and take ownership of routine responsibilities.
• Reliable, responsible, and professional.
• Able to maintain confidentiality when handling employee-related matters.
Other Requirements
• Ability to work effectively in a busy office and multi-team environment.
• Ability to coordinate with employees, management, suppliers, technicians, and external service providers.
• Willingness to take initiative and respond promptly to office and employee requirements.
• Any other requirements may be assigned according to BIM's operational needs.