Company
Administrator&LogisticsCoordinator
Neural analysis suggests this role is
optimal for Mid candidates.
“Administrator & Logistics Coordinator. Skills: Office management, Logistics support, Vendor services, Business continuity. Ensure efficient daily office operations. Manage facility operations”
Industry & Context.
Willing to travel (only if necessary)
What They're Looking For.
Must Have
Bachelor’s degree in business administration, logistics or any related qualification, At least 5 years of experience working with business executives/international environment, Good written and spoken English & Portuguese, Multi-tasking skills, Great planning skills, Able to work under pressure, Ability to prioritize tasks, Flexible team worker, Reliable, Discretion, Confident, Good interpersonal skills, Customer service skills, Helpful, Service orientated, Knowledge of emailing, Knowledge of internet, Word proficient, Excel proficient, Ability to communicate with people at all levels and of all nationalities, Professional manners, Pleasant personality, Friendlily attitude, Smart and presentable, Agile
Nice to Have
Other computer software knowledge a plus, Training in grooming and etiquette skills
What You'll Do.
Ensure efficient daily office operations
Manage facility operations
Provide end-to-end logistics support
Support business continuity
Ensure compliance with company processes
Facilitate smooth communication
Manage office of General Manager
Organize executive calendar
Schedule appointments and meetings
Track trips and meetings
Settle office expenses
Approve office planning and logistics
Supervise Receptionist and Driver
Maintain travel calendar for Driver
Attend to all visitors
Manage office cleaning contractors
Ensure office premises security and safety
Manage office supplies and cost
Deal with incoming emails
Dispatch important documentation
Monitor and screen enquiries
Produce documents and briefing notes
Process travel expense claims
Interact with international clients
Arrange travel and hotel
Deal with last minute travel changes
Communicate itineraries
Arrange business visa letters
Arrange local transport
Maintain office petty cash
Process petty cash payments
Process petty cash reconciliation
Screen supplier invoices
Procure office stationery
Maintain vehicle asset register
Ensure regulatory compliance for vehicles
Develop vehicle maintenance system
Develop vehicle inspection register
Manage parking spaces
Manage vehicle access cards
Manage courier services
Update internal telephone list
Direct calls and messages
Manage security access cards
Ensure office repairs
Manage alternative power facilities
Ensure facility hygiene
Update rental payments
Manage property lease agreements
Manage meeting rooms and canteen
Maintain register of motor vehicles
Maintain register of office furniture
Maintain register of mobile phones
Communicate staff notices
Update staff mailing groups
Relay communications from external parties
Manage communication platforms
Set up virtual meetings
How You'll Work.
Team & Collaboration
Facilitate smooth communication between teams, suppliers, and leadership; Liaise with staff members and clients; Communicate with people at all levels and of all nationalities
Communication Scope
Good written and spoken English & Portuguese; Ability to communicate with people at all levels and of all nationalities
Full Job Description
**Function** The role ensures efficient daily office operations, proper facility management and provides end-to-end logistics support for personnel, materials, visitors, and vendor services. This role supports business continuity, ensures compliance with company processes, and facilitates smooth communication between the teams, suppliers, and leadership. **Key Responsibilities:** **General Office Management** * Managing the office of the General Manager by organizing and maintaining the executive calendar, scheduling appointments and meetings, keeping precise track of all trips and important meetings for the General Manager and other Management staff as will be directed * Ensuring that all expenses generated in the office of General Manager are settled, accounted for and that all planning and logistics for this office are approved and aligned with the General Manager * Supervise the Receptionist, Driver and maintaining an up-to-date errand and travel calendar for the Driver in accordance with the Puma Energy Mozambique Operations & requirements of the General Manager’s office * Attend to all visitors * Manage office cleaning service contractors and ensure the security and safety of the office premises * Manage the office, meeting rooms, kitchen supplies, stock and cost management **Calendar Management** * Dealing with incoming emails and dispatching important documentation to the right persons * Monitoring and screening enquiries and requests from management team members, other staff members and external people. Being the link between management and staff members, clients, suppliers * Support with various administrative works i.e producing documents, briefing notes and presentations, travel expense claims, invoices, letters, post mail, printing, copying and filing documents. * Interacting with international clients and service providers * Organize events as per requirements, being willing to travel (only if necessary) **Travel Organization** * Travel and hotel arran
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