ADMINISTRATIVE & OPERATIONS COORDINATOR

Location: Bel Ombre, Mauritius
Employment Type: Full-Time
Salary: Negotiable, based on experience, qualifications and skill set
Reporting To: General Manager

POSITION OVERVIEW

We are seeking a highly organized, responsible and experienced Administrative & Operations Coordinator to join our team based in Bel Ombre, Mauritius.

The successful candidate will be responsible for coordinating stock procurement and distribution, overseeing administrative matters relating to foreign employees and their accommodation, maintaining employee and HR records, assisting with payroll administration, managing general office documentation and providing direct administrative and operational support to the General Manager and Operations Manager.

This is a hands-on position requiring a proactive, dependable and detail-oriented individual who can work independently, demonstrate initiative, solve problems efficiently and consistently meet deadlines.

The successful candidate must be capable of managing multiple responsibilities while maintaining high standards of accuracy, confidentiality, organisation and accountability.

KEY RESPONSIBILITIES

1. Stock Management, Procurement & Inventory Control

• Prepare and manage monthly stock requirements for foreign employees’ hostels.
• Break down monthly stock orders into weekly pallet allocations for scheduled deliveries.
• Raise purchase orders and coordinate procurement activities with suppliers.
• Obtain supplier quotations, compare pricing and confirm product availability.
• Liaise with suppliers regarding orders, delivery schedules, outstanding items and discrepancies.
• Monitor stock levels and consumption to ensure adequate supplies are maintained.
• Conduct and assist with monthly physical stock counts and inventory reconciliations.
• Investigate and report stock discrepancies, shortages or irregularities.
• Maintain accurate purchasing, stock movement, delivery and inventory records.
• Ensure that office supplies and other operational materials are ordered and available when required.

2. Hostel Inspections & Foreign Employee Support

• Conduct regular inspections of employee hostels and accommodation facilities.
• Monitor general housekeeping, cleanliness, maintenance and living conditions.
• Identify accommodation-related issues and coordinate the necessary corrective action.
• Attend to foreign employees’ queries, complaints and operational concerns.
• Investigate matters raised by employees and assist in resolving issues promptly and professionally.
• Escalate unresolved or serious matters to the General Manager.
• Prepare inspection reports and maintain records of outstanding matters and corrective actions.
• Follow up to ensure that reported problems are satisfactorily resolved.

3. Foreign Employee Administration & Documentation

• Prepare, process and coordinate administrative documentation relating to foreign employees.
• Assist with the preparation of work-related documentation and supporting records.
• Facilitate employee bank account applications and coordinate required documentation.
• Maintain accurate, confidential and up-to-date employee administrative files.
• Assist with onboarding arrangements for newly recruited employees.
• Coordinate the collection and submission of required employee information.
• Liaise with relevant authorities, financial institutions and service providers as required.
• Monitor administrative deadlines and ensure the timely completion of documentation.

4. Human Resources & Employee Administration

• Maintain complete and properly organized employee personnel files.
• Maintain and update employee attendance records, timesheets, absence records and leave registers.
• Assist in coordinating staff schedules, attendance and leave applications.
• Monitor attendance irregularities and report absenteeism or recurring punctuality issues to management.
• Assist in preparing employment letters, warning letters, absence notices and other employee-related correspondence.
• Assist with employee onboarding, including administrative arrangements for new recruits.
• Attend to employee queries and complaints and ensure relevant matters are reported to management.
• Maintain accurate records of employee-related correspondence and disciplinary documentation.
• Assist management in ensuring employee records are properly maintained and readily available when required.
• Maintain strict confidentiality regarding employee information and employment matters.

5. Payroll Administration & Support

• Assist with the preparation and processing of monthly payroll information.
• Compile and verify employee attendance, working hours, overtime, leave and absence information.
• Ensure supporting payroll documentation is accurately maintained.
• Identify and report discrepancies in payroll information before submission.
• Coordinate with the person or department responsible for payroll processing.
• Maintain confidential payroll-related records and supporting documentation.
• Ensure payroll information is submitted accurately and within required deadlines.

6. Petty Cash, Invoice Filing & Administrative Record-Keeping

• Maintain accurate records of petty cash transactions.
• Record petty cash expenditure and ensure that all transactions are supported by appropriate receipts.
• Assist with petty cash reconciliations and report discrepancies to management.
• Ensure the proper filing and organization of supplier invoices, petty cash receipts, delivery notes, purchase orders and other financial documentation.
• Assist with administrative data capturing and the maintenance of accurate records.
• Organize and maintain physical and electronic filing systems.
• Ensure documents are correctly classified, filed and readily accessible.
• Provide supporting documentation to management or the accounts department when required.

7. General Administration & Management Support

• Provide comprehensive administrative assistance to the General Manager and Operations Manager.
• Carry out daily administrative duties, including data capturing, filing, record management and correspondence.
• Prepare spreadsheets, reports, schedules and operational summaries using Microsoft Excel and Word.
• Assist with coordinating operational activities and following up on outstanding instructions.
• Maintain accurate and organized administrative records across assigned responsibilities.
• Monitor deadlines and ensure that required tasks are completed within agreed timeframes.
• Identify operational inefficiencies and recommend practical improvements.
• Communicate effectively with management, suppliers, employees and relevant service providers.
• Undertake additional reasonable administrative and operational duties as required by management.

8. Reporting & Accountability to Management

The successful candidate will report directly to the General Manager and will be expected to demonstrate full accountability for assigned responsibilities.

Duties will include:

• Preparing and presenting accurate operational and administrative reports.
• Providing regular updates on stock orders, inventory, hostel inspections and employee matters.
• Reporting outstanding tasks, operational concerns and matters requiring management intervention.
• Presenting completed work and supporting documentation directly to the General Manager.
• Ensuring that management instructions are properly recorded, followed up and completed.
• Proactively identifying problems and presenting practical solutions rather than allowing unresolved matters to accumulate.

The position requires a candidate who takes ownership of their work and can be relied upon to complete assignments accurately, efficiently and without constant supervision.

MINIMUM REQUIREMENTS & QUALIFICATIONS

Applicants must meet the following requirements:

• Minimum of 5 years’ proven clerical, administrative or office management experience.
• A valid driving licence is essential.
• Proficiency in Microsoft Excel and Microsoft Word is essential.
• Strong numerical, organizational and administrative skills.
• Excellent attention to detail and accuracy.
• Good written and verbal communication skills.
• Strong problem-solving abilities and the confidence to exercise initiative.
• Ability to prioritize tasks and manage several responsibilities simultaneously.
• Ability to work independently with minimal supervision.
• Experience maintaining employee and HR administrative records.
• A good understanding of purchasing, stock control and inventory procedures would be advantageous.
• Previous experience assisting with payroll administration would be advantageous.
• Ability to handle confidential employee and company information professionally.
• Willingness to learn the company’s CRM and internal administrative systems. Appropriate training will be provided.

WORK ETHIC & PROFESSIONAL EXPECTATIONS

We are looking for a committed, dependable and conscientious individual who demonstrates a strong sense of responsibility and takes pride in delivering accurate, high-quality work.

The following expectations are fundamental to the position:

Attendance & Punctuality

Excellent attendance and punctuality are essential. Habitual lateness, unjustified absenteeism and unreliable attendance will not be tolerated.

Accountability & Responsibility

The successful candidate must take responsibility for assigned duties, follow instructions accurately and ensure that tasks are completed without unnecessary delays.

Flexibility & Commitment

Candidates must be willing to work additional hours when reasonably required by operational demands, subject to applicable employment legislation and appropriate overtime arrangements.

Initiative & Problem-Solving

The ability to identify problems, recommend solutions and take appropriate action is essential. Management expects proactive communication and timely escalation of important issues.

Professionalism & Confidentiality

A professional, respectful and confidential approach is required when dealing with management, employees, suppliers and external service providers.

Accuracy & Organization

The successful candidate must demonstrate a disciplined approach to record-keeping, reporting, administration and meeting deadlines.

WORK LOCATION & TRAVELLING REQUIREMENTS

The position is based at our offices in Bel Ombre, Mauritius.

Due to the operational nature of the role, including hostel inspections and coordination with employees and suppliers, reliability, punctuality and availability during working hours are essential.

Preference will be given to suitably qualified candidates residing in Bel Ombre or surrounding areas.

Applicants should carefully consider their daily travelling distance before applying.

Candidates facing excessively long or impractical daily commutes are discouraged from applying, as consistent attendance and punctuality are important requirements of the position.

REMUNERATION & SALARY EXPECTATIONS

The remuneration package is negotiable and will be determined according to the successful candidate’s experience, qualifications, demonstrated abilities and overall suitability for the position.

All applicants are required to disclose their expected monthly salary and proposed remuneration structure when submitting their application.

This information will assist management in understanding each candidate’s remuneration expectations and their assessment of the value, experience and skills they would bring to the company.

The salary expectations disclosed by an applicant will not determine, guarantee or prejudice any eventual offer of employment.

The final remuneration package will be independently assessed and negotiated based on the candidate’s experience, demonstrated capabilities, responsibilities and the company’s requirements.

Candidates shortlisted for an interview will be requested to provide documentary proof of their current or most recent earnings, where lawfully permissible, such as salary slips or other appropriate evidence of remuneration.

All salary-related information will be treated with appropriate confidentiality.

HOW TO APPLY

Interested applicants should submit the following:

1. An updated CV detailing previous employment, relevant experience and responsibilities.
2. Current residential area, allowing management to assess commuting practicality.
3. Expected monthly salary and proposed remuneration structure.
4. Contactable employment references from previous employers.
5. Confirmation that the applicant holds a valid driving licence.

Shortlisted candidates may be required to attend an interview and provide supporting documentation regarding their previous employment, experience and remuneration.

Only applicants who meet the minimum experience requirements, possess a valid driving licence and are genuinely committed to a full-time position should apply.

We are seeking a reliable, competent and motivated individual who is prepared to take ownership of their responsibilities and become a valued member of our operational management support team.