Administrative & Operations Coordinator at Tivana Workforce

Job Summary

• The Operations / Administrative Officer will support the strategic and day-to-day operations of the organization by ensuring smooth administrative processes, efficient workflow management, and compliance with internal policies.
• The ideal candidate will have strong experience in school administrationorbanking and finance operations, enabling them to manage academic processes, financial transactions, reporting, and operational systems with accuracy, integrity, and professionalism.

Key Responsibilities
Administrative & Operational Management:

• Coordinate daily office operations, workflow, scheduling, and documentation.
• Develop and implement operational policies and procedures to improve efficiency.
• Manage office supplies, facility maintenance, assets, and vendor relationships.
• Supervise support staff and ensure effective task delegation and performance tracking.
• Maintain proper filing systems (digital and physical) for easy retrieval and compliance.

School Administration Responsibilities:

• Assist with admissions, student enrollment, record keeping, and reporting.
• Coordinate academic calendars, staff schedules, assessments, and school events.
• Manage student information systems and ensure data accuracy and confidentiality.
• Support teachers and academic staff with administrative tools, logistics, and resources.
• Handle communication with parents, guardians, and external stakeholders.

Banking & Finance Administration:

• Prepare and process invoices, payments, requisitions, and reconciliations.
• Manage cash flow, petty cash, deposits, and transaction documentation.
• Monitor budget usage, generate financial reports, and support audits.
• Ensure compliance with financial policies, internal controls, and regulatory requirements.
• Liaise with banks, finance teams, and auditors to support financial operations.

Compliance, Reporting & Documentation:

• Maintain up-to-date records for regulatory compliance (education boards, government bodies, auditors).
• Prepare operations and administrative reports for management decision-making.
• Support risk management processes and ensure adherence to internal procedures.
• Keep staff and leadership informed about changes to policies and procedures.

Communication & Stakeholder Engagement:

• Act as a central communication liaison between departments, staff, students, parents, and external partners.
• Draft official memos, letters, notifications, and internal communication documents.
• Support customer service efforts to ensure prompt handling of inquiries and complaints.

Qualifications & Experience

• Bachelor’s Degree in Business Administration, Management, Education Administration, Finance, or related field.
• Minimum of 3 – 5 years experience in school administration.
• Experience in banking operations, finance administration, or accounting support.
• Strong knowledge of administrative processes, financial systems, and office management.

Skills & Competencies:

• Excellent organizational and multitasking skills.
• Strong analytical and financial reporting abilities.
• High level of accuracy, confidentiality, and integrity.
• Proficiency in MS Office Suite (Excel, Word, PowerPoint) and administrative software.
• Strong communication and interpersonal skills.
• Problem-solving ability and proactive approach.
• Ability to work independently and as part of a team.

• Customer service orientation and stakeholder management skills.

Personal Attributes:

• Professional, reliable, and detail-oriented.
• Able to handle pressure and meet deadlines.
• Adaptable with strong work ethics.
• Maintains a high level of confidentiality.
• Demonstrates initiative and resourcefulness