Administrative Coordinator

The Administration Coordinator provides administrative, operational, governance, and office support services to the Barbados office.

Position Summary

The Administration Coordinator provides administrative, operational, governance, and office support services to the Barbados office. The role is responsible for maintaining records, coordinating meetings, supporting HR and accounting administration, facilitating document management, and ensuring the efficient day-to-day operation of office activities.

Why This Role Matters

This position supports the operational infrastructure of the Barbados office and helps ensure that corporate records, board documentation, administrative processes, and business activities are maintained accurately and consistently. The role provides critical support for governance, compliance, HR, accounting, and office administration functions.

Essential Duties and Responsibilities

Administrative Support

• Provide administrative support to management and local staff.
• Organize meetings, maintain calendars, coordinate schedules, and arrange travel.
• Prepare meeting materials, agendas, presentations, and supporting documentation.
• Serve as a primary point of contact for visitors, vendors, and general inquiries.
• Manage incoming and outgoing correspondence, mail, and courier services.

Governance & Records Management

• Coordinate logistics for in-person Board and committee meetings.
• Maintain attendance records, governance files, board materials, and document execution packages.
• Maintain physical and electronic document retention systems.
• Ensure accurate filing and storage of corporate records and administrative documentation.
• Support document execution, signature collection, and record maintenance activities.

Office Operations

• Coordinate office supplies, equipment, facilities, and vendor services.
• Track office inventory, utilities, and administrative expenditures.
• Maintain office access records and operational support documentation.
• Assist with facilities-related matters and office organization.

Accounting & Administrative Support

• Process invoices, maintain vendor files, and support expense reporting processes.
• Maintain receipts, payment records, and supporting accounting documentation.
• Assist with reconciliation support, expenditure tracking, and financial record organization.
• Support preparation of records required for audits, tax filings, and operational reviews.

Human Resources Support

• Assist with employee onboarding and orientation activities.
• Maintain HR files and personnel documentation.
• Support benefits administration, training coordination, and employee recordkeeping.
• Assist with employee communications and HR-related administrative tasks.

Other Duties

• Provide support to the HR & Administration Manager and other departments as needed.
• Participate in special projects and administrative initiatives.
• Perform additional duties consistent with the scope of the position.

QualificationsEducation

• Associate's Degree or Bachelor's Degree in Business Administration, Office Administration, Accounting, or related field preferred.

Experience

• 3-5 years of experience in office administration, executive support, legal administration, board support, bookkeeping support, accounting administration, or related functions.
• Experience supporting multiple departments preferred.

Competencies

• Strong organizational and time-management skills
• Excellent attention to detail
• Strong written and verbal communication skills
• Professionalism and discretion
• Ability to manage multiple priorities
• Strong customer service orientation
• Proficiency with Microsoft Office and business systems

Physical Requirements

• Prolonged periods of sitting, computer use, filing, and document management.
• Ability to lift and move office materials weighing up to 20 pounds.
• Occasional local travel may be required.

About Us 

Abaxx Technologies is building next-generation digital market infrastructure where identity, security, and intelligent automation converge. Our platform ecosystem spans decentralized identity (ID++), enterprise authentication, AI and agent orchestration, secure messaging, digital signing and evidentiary workflows, and cloud-native and regulated financial technology systems.

In addition to our technology platforms, Abaxx operates the Abaxx Commodity Futures Exchange and Clearinghouse, regulated by the Monetary Authority of Singapore, supporting physically-settled benchmark futures in energy transition markets. As our platforms scale across regulated environments, we hold engineering excellence, release confidence, and operational reliability to the highest standard.

Confidentiality  This role handles confidential employee, financial, governance, and operational information and is expected to maintain strict confidentiality.

Equal Opportunity Statement  Abaxx is an Equal Opportunity Employer and is committed to fostering an inclusive workplace free from discrimination and harassment.

Disclaimer  This job description is intended to describe the general nature and level of work being performed and is not intended to be an exhaustive list of duties or responsibilities. Management reserves the right to modify responsibilities as business needs evolve.