Smart Office & Administration Coordinator

BSustain Consultancy PLC is supporting EcoGreen in recruiting this critical role. We are looking for a technology-driven professional who can help EcoGreen transition from manual operations to a fully integrated digital workspace. Eco Green Organic Liquid Fertilizer Producing P.L.C., operating under the brand name ECO GREEN, is transforming into a modern, system-driven organization. We are looking for a highly capable, digitally skilled, and proactive Smart Office & Administration Coordinator who can help us build an efficient, organized, and accountable working environment. This is not a traditional office administration position. We are specifically looking for candidates who have transitioned beyond manual filing and can demonstrate hands-on experience working in a smart, digitally integrated office environment. The right candidate should understand how modern organizations use digital technology, ERP systems, and integrated workflows to manage information, coordinate activities, monitor responsibilities, and improve operational efficiency. 1. KEY RESPONSIBILITIES A. Smart Office & Digital Operations Coordinate daily office operations using digital tools and structured workflows. Maintain an organized, efficient, and technology-enabled working environment. Coordinate office resources, facilities, appointments, services, and official activities. Identify opportunities to reduce manual work and improve operational efficiency. B. ERP & Business Systems Use the company's ERP and other digital platforms for administrative coordination and information management. Ensure administrative activities and records are properly managed through digital systems. Support employees in following established digital processes. Monitor system-based administrative tasks and ensure timely completion. C. Digital Workflow & Accountability Track management decisions, assigned tasks, deadlines, and pending commitments using digital tools. Follow up with responsible employees and ensure actions are completed on time. Identify delays, missing information, and unresolved issues and escalate them appropriately. Maintain accurate and accessible digital action records. D. Executive & Management Coordination Organize meetings, appointments, agendas, and management activities. Prepare meeting minutes, action lists, and digital follow-up records. Ensure management receives accurate and timely information. Coordinate communication between management, departments, and company locations. E. Digital Document & Information Management Manage electronic records, document control, shared digital workspaces, and structured filing systems. Ensure company information is accurate, secure, accessible, and properly organized. Manage official correspondence and confidential documents professionally. Maintain reliable systems for document tracking and retrieval. F. Process Improvement Develop and improve digital checklists, workflows, trackers, and administrative procedures. Identify recurring administrative problems and recommend practical solutions. Support the transition from informal and manual working practices to structured, system-based operations. Contribute to building a professional, accountable, and efficient smart office. 2. MANDATORY PRACTICAL EXPERIENCE The successful candidate must demonstrate hands-on experience in: Smart office management and digital office operations. ERP or integrated business management software. Digital task and workflow management. Electronic document management and shared digital workspaces. Digital meeting coordination and management action tracking. Process improvement and reducing manual administrative work. 3. QUALIFICATIONS & REQUIREMENTS Diploma or Bachelor's Degree in Business Administration, Management, Information Management, IT, or a related field. 2–4 years of relevant professional experience in a smart office, digital administration, or technology-driven working environment. Proven practical experience using ERP or integrated business management systems. Strong digital literacy and experience with modern office productivity and collaboration tools. Excellent written and verbal communication skills in English and Amharic. Strong organizational, analytical, problem-solving, and coordination abilities. Professional integrity, discretion, accountability, and strong follow-up skills. 4. THE PROFESSIONAL WE ARE LOOKING FOR Our ideal candidate: Thinks in systems rather than paperwork. Uses technology to make work smarter and more efficient. Takes initiative instead of waiting for instructions. Follows through on commitments and deadlines. Communicates clearly and professionally. Identifies problems and proposes practical solutions. Can demonstrate actual digital office experience, not simply list skills on a CV. 5. WHY JOIN ECO GREEN? ECO GREEN is building a modern, accountable, and technology-driven agricultural company with ambitious growth plans across Ethiopia and international markets. This is an opportunity to contribute directly to our organizational transformation, help establish modern administrative systems, and grow professionally in a company that values competence, initiative, and results. 6. HOW TO APPLY Interested candidates should submit: Updated CV. A short application letter highlighting their practical smart office and digital working experience. APPLICATION EMAILS: organicliquid@yahoo.com ecogreenagr@gmail.com Email Subject Line: Application – Smart Office & Administration Coordinator (References will be required at the final interview stage.) 7. SELECTION PROCESS Shortlisted candidates will be required to complete a practical assessment covering: Digital office coordination. ERP and business software familiarity. Digital workflow and task management. Electronic document management. Practical problem-solving and office efficiency. We are interested in what you can actually do, not simply what you claim to know. ECO GREEN ORGANIC LIQUID FERTILIZER PRODUCING P.L.C. Soil First. Life Follows.