Administrative Coordinator

Position Summary

The Administrative Coordinator is responsible for providing administrative and operational support to the Company’s inspection and laboratory operations. The role includes managing sample registration and tracking, preparing and issuing reports, processing client invoices, maintaining records, and ensuring the efficient flow of information between clients, inspectors, laboratory personnel, and management.

The position plays a critical role in ensuring operational accuracy, timely reporting, and effective administrative support to maintain high levels of customer service and operational efficiency.

Key Responsibilities

Administrative Support

• Provide day-to-day administrative support to operational and laboratory teams.
• Maintain organized records, files, and documentation in accordance with Company procedures.
• Manage correspondence, emails, and client communications.
• Assist in preparing operational reports, presentations, and administrative documentation.
• Coordinate meetings, travel arrangements, and office logistics as required.

Sample Login & Tracking

• Receive and register incoming samples in the Laboratory Information Management System (LIMS) or designated tracking system.
• Verify sample information, client details, and testing requirements.
• Assign sample identification numbers and maintain sample traceability throughout the testing process.
• Monitor sample status and coordinate with laboratory personnel to ensure timely processing.
• Maintain accurate records of all samples received, tested, and reported.

Reporting

• Prepare and issue laboratory and inspection reports to clients in a timely manner.
• Review reports for accuracy, completeness, and compliance with Company standards before distribution.
• Maintain report registers and ensure proper document control procedures are followed.
• Coordinate with laboratory and operational personnel to obtain required testing and inspection data.
• Ensure confidentiality and security of client information and test results.

Invoicing & Billing

• Prepare client invoices based on completed inspection and laboratory services.
• Verify service details, rates, and supporting documentation prior to invoice issuance.
• Coordinate with the Finance Department regarding billing, payments, and outstanding receivables.
• Maintain accurate invoicing records and assist with client billing inquiries.
• Monitor invoice status and support collection efforts when required.

Client Service & Coordination

• Serve as a point of contact for clients regarding sample submissions, reports, and invoices.
• Respond promptly and professionally to client inquiries.
• Coordinate communication between clients, inspectors, laboratory staff, and management.
• Support operational scheduling and job coordination activities when required.

Quality & Compliance

• Ensure compliance with Company Quality Management Systems and document control procedures.
• Maintain accurate administrative records in accordance with ISO requirements and Company policies.
• Support internal and external audits by providing required documentation and records.
• Assist in implementing process improvements to enhance administrative efficiency.

Qualifications

• Diploma or bachelor’s degree in business administration, Office Management, Accounting, Science, or a related field.

Experience

• Minimum 2–5 years of experience in an administrative, reporting, invoicing, laboratory administration, or operations support role.
• Experience within the oil & gas, inspection, testing, laboratory, logistics, or related industries is preferred.
• Familiarity with laboratory sample management systems and invoicing processes is an advantage.

Knowledge & Skills

• Strong administrative and organizational skills.
• Experience with invoicing and document management.
• Excellent attention to detail and accuracy.
• Strong communication and customer service skills.
• Ability to manage multiple tasks and deadlines simultaneously.
• Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Experience with ERP systems, LIMS, or accounting software is an advantage.
• Strong record-keeping and data management capabilities.

Key Competencies

• Attention to Detail
• Organization & Planning
• Customer Focus
• Communication Skills
• Time Management
• Problem Solving
• Accountability
• Teamwork
• Confidentiality
• Quality Orientation

Working Conditions

The position is primarily office-based and involves regular interaction with laboratory personnel, inspectors, clients, and finance teams. Occasional overtime may be required to support operational and reporting deadlines.

To apply: Please send your CV to HR.Africa@amspecgroup.com.