The ideal candidate will be responsible for overseeing the day-to-day administrative operations of the office, ensuring a smooth workflow and providing support to staff and management.

• 1.1 Manage daily administrative functions to support smooth site and office operations
• 1.2 Maintain and organize physical and digital records, including permits, contracts, supplier files, and correspondence
• 1.3 Draft, edit, and format official letters, reports, memos, and internal communications
• 1.4 Monitor compliance with administrative procedures and ensure accuracy in documentation

2. Site Logistics & Office Coordination

• 2.1 Track and manage inventory of office supplies, field materials, and essential equipment
• 2.2 Record and monitor usage of consumables (e.g., stationery, fuel, PPE logs) and trigger timely restocking
• 2.3 Liaise with suppliers, vendors, and contractors to ensure timely delivery of goods and services
• 2.4 Maintain site registers including delivery logs, visitor books, equipment checklists, and fuel records

3. Travel & Communication Support

• 3.1 Coordinate local and regional travel, transport, and accommodation arrangements for staff and contractors
• 3.2 Schedule internal and external meetings and prepare minutes or notes when required
• 3.3 Manage all incoming and outgoing communications: phone, email, radio, and physical mail
• 3.4 Maintain organized communication systems such as bulletin boards, group messages, and schedules

4. Facility and Equipment Oversight

• 4.1 Ensure all office and communications equipment (computers, radios, printers) are functional and serviced
• 4.2 Oversee daily cleanliness, basic repairs, and organization of office and shared spaces
• 4.3 Coordinate minor maintenance tasks or escalate technical issues to the site maintenance team
• 4.4 Conduct routine checks on power systems (e.g., solar, generator logs) and report any issues

5. Key Performance Indicators (KPIs)

• Diploma or bachelor’s degree in business administration, Office Management, Logistics, or a related field.
• Additional certifications in office administration, logistics, procurement, or project support are a plus.

Experience

• Minimum of 7 years in an office administration or coordination role, preferably in mining, construction, or industrial sectors.
• Experience supporting operations in remote or field-based environments such as mine sites or project camps.
• Familiarity with Liberian business practices, documentation standards, and government liaison processes is an advantage.

Technical Knowledge & Skills

• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Experience in managing supplies, logistics support, travel coordination, and basic procurement documentation.
• Ability to maintain accurate physical and digital records (e.g., permits, maintenance logs, inventory lists).
• Excellent communication and interpersonal skills to coordinate across field and office teams.
• Solid organizational and time management skills; able to prioritize multiple tasks in a fast-paced environment.
• Basic knowledge of equipment and services commonly used in mining or exploration operations.
• Comfortable working in a startup environment where flexibility and initiative are essential.

· Excellent written and verbal communication skills in English; ability to liaise professionally with local and international stakeholders.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) for document preparation, data tracking, and reporting.

· Attention to detail with a commitment to accuracy in record-keeping and documentation.

· Problem-solving mindset with the ability to anticipate needs and take initiative.

· Ability to coordinate logistics, travel, and procurement activities effectively.

· Strong interpersonal skills to work collaboratively across teams, suppliers, and contractors.

· Flexibility and adaptability to work in a remote or startup mining environment.

· Basic knowledge of office equipment operation and maintenance (computers, printers, radios, communication devices).

· Time management skills to prioritize tasks and meet deadlines consistently.

· Reliable and trustworthy, always maintaining confidentiality and professionalism.

· Adaptable and resilient, able to work effectively under pressure and in challenging remote environments.

· Detail-oriented with a high level of accuracy and thoroughness in all tasks.

· Strong teamwork attitude and willingness to support colleagues and site operations as needed.

· Effective communicator with a positive and approachable demeanour.

· Problem solver who can think critically and find practical solutions quickly.

· Honest and ethical, demonstrating integrity in interactions and decision-making.

· Patient and calm, able to handle unexpected issues or delays with composure.

· Open-minded and culturally sensitive, respecting local customs and working harmoniously with diverse teams.

· Office environment may be basic but functional, with occasional exposure to dust, noise, and outdoor elements.

· Regular interaction with site personnel, contractors, and local suppliers, requiring flexibility in communication and coordination.

1. Support and promote the company’s health and safety policies in all administrative and coordination tasks, especially when liaising with field and site personnel.

2. Ensure compliance with Personal Protective Equipment (PPE) requirements during site visits and company-related travel.

3. Participate in safety briefings, induction programs, and refresher training relevant to the role.

4. Report any observed safety hazards, unsafe behaviours, or incidents promptly to the appropriate site or company authority.

5. Maintain accurate records of safety-related supplies, equipment, and administrative documents.

6. Ensure that procurement of office and site supplies complies with safety standards and company policies.

7. Assist in tracking logistics and budgets related to safety materials and operational support.

8. Maintain confidentiality and professionalism when handling sensitive safety documentation.

9. Collaborate with management and site teams to support safety KPIs and contribute to a culture of safety compliance.

10. Uphold and demonstrate a safety-first culture by adhering to protocols and setting a positive example in all conduct and documentation.

1. Support the implementation of the company’s Environmental Management Plan (EMP) by maintaining accurate records of all related expenditures and documentation.

2. Assist in tracking budgets and invoices related to environmental compliance activities, including environmental impact assessments (EIA), audits, and monitoring.

3. Ensure timely processing and filing of financial documents for waste management, water testing, and chemical handling services.

4. Coordinate payments and procurement processes for vendors involved in environmental protection, land rehabilitation, and reclamation services.

5. Maintain organized records of capital and operational expenses tied to pollution control, dust suppression, and emissions reduction initiatives.

6. Support project teams by providing administrative assistance to ensure appropriate resource allocation for environmental sustainability measures.

7. Assist in ensuring financial documentation complies with environmental regulations established by the Environmental Protection Agency of Liberia and other authorities.

8. Prepare and maintain accurate records and reports to support environmental audits, inspections, and community sustainability initiatives.

9. Help track environmental Key Performance Indicators (KPIs) by maintaining relevant documentation and integrating information into regular reports.

10. Promote a culture of environmental accountability by supporting adherence to company policies and regulatory requirements in all administrative tasks.