Administrative Coordinator

We have an exciting role in our Humanitarian Assistance team at Healix in Esher. The role is that of Administrative Coordinator, where you will be part of our Humanitarian Assistance team, who operate from Esher, Vancouver, Canada, and Auckland, New Zealand.

Key responsibilities include:

1. Working closely with Humanitarian Assistance (HA) Coordinators to understand the scope and resources required to task our ground teams, and the resulting billing to our Client.
2. Supporting the pricing of tasks for approval.
3. Tracking the approval and completion of tasks according to the service type and duration.
4. Collating invoices and receipts from our ground teams.
5. Working with Healix International finance team to ensure invoices to our Client are prepared and submitted promptly and subcontractor invoices are paid promptly.
6. Identifying and escalating emerging problems prudently.

This list is not exhaustive: the successful candidate will support all administrative tasks required by the HA team.

What we are looking for:

1. An ability to follow processes and collect data.
2. A high degree of accuracy and attention to detail.
3. An aptitude or interest in numbers for invoice processing.
4. An ability to work effectively in different currencies.
5. The ability to quickly learn the system and work with minimal supervision.
6. Effective communications with a strong command of the English language, both spoken and written.
7. Excellent written and verbal skills and empathetic listening skills.
8. Competent IT skills with good knowledge of Microsoft packages.
9. The ability to manage competing priorities effectively, shifting effort when required to manage urgent issues.
10. The ability to work calmly under pressure.
11. The ability to work well both independently and as part of a team.
12. The ability to confidently manage cases and ask for help when needed.
13. Strong team member.
14. Previous experience working in an administrative or customer service role is an advantage.

Main purpose of the role including responsibilities:

The Admin Coordinator will be a flexible resource within the Humanitarian Assistance team to support the planning and coordination of ground transit tasks in remote locations, and reviewing and completing post-task administration. This will include the tracking of task numbers and types, the consolidation of reimbursable expenses, and the preparation of invoices.

The initial focus is on operations in Pakistan, but a high-performing Admin Coordinator should progress quickly to working across all delivery regions.

The successful candidate will demonstrate strong attention to detail, and, as a self-starter, will identify and solve emerging problems.

There is scope for the Admin Coordinator to progress to Assistance Coordinator roles.

Company Culture

We offer UK employee healthcare benefits, and travel, medical and security assistance in every corner of the globe. Our purpose is to help people in difficult situations – whether that’s a cancer diagnosis, a need for medical assistance when they’re far from home, or being caught up in conflict or natural disaster. We talk to them, support them, and make sure they get the help they need.

Our clients have thousands of employees and customers, at home and abroad, so they need a business big enough to handle any situation. But they chose Healix because they also need an organisation that’s personal enough to care.

We want to nurture this friendly and dynamic company culture so that we can continue to attract diverse talent with a breadth of knowledge and world-class skills. As a part of Healix, you can expect a range of excellent benefits and an environment where people really do care.

Desired Criteria

• Previous experience working in an administrative or customer service role.

Required Criteria

• A high degree of accuracy and attention to detail.
• The ability to work well both independently and as part of a team.
• The ability to manage competing priorities effectively, shifting effort when required to manage urgent issues.