Administrative & Logistics Officer

To ensure the smooth and efficient execution of the Foundation’s day-to-day operations through high-quality administrative, logistical, and coordination support.

Role Overview

The H&L Foundation serves as the philanthropic arm of Hardware & Lumber Group, advancing initiatives in education, community development, environmental sustainability, and disaster resilience. To support the effective functioning of the Foundation’s governance, programs, and partnerships, the organization requires a dedicated Administrative & Logistics Officer to manage coordination, communication, and operational follow-through across departments and partners. To ensure the smooth and efficient execution of the H&L Foundation’s day-to-day operations through high-quality administrative, logistical, and coordination support.

Principal Responsibilities

Administrative Coordination

• Provide administrative support, including scheduling, correspondence, and meeting preparation.
• Maintain accurate meeting records, decisions, and follow-ups.
• Manage filing systems, databases, and document repositories.
• Prepare and format official correspondence and reports.

Logistics & Operations Support

• Coordinate logistics for meetings, events, site visits, and partnerships.
• Liaise with suppliers, partners, and internal teams to support activities.
• Manage bookings, procurement paperwork, and delivery schedules.
• Track timelines and monitor task completion.

Communication & Stakeholder Coordination

• Serve as liaison between the Foundation and internal departments.
• Support communication with external partners and beneficiaries.
• Circulate updates, meeting summaries, and reports.
• Assist with internal announcements and partner communications.

Monitoring & Reporting Support

• Maintain trackers for grants, partners, and program timelines.
• Compile data for quarterly and annual reports.
• Support audit and compliance through organized documentation.

Key Competencies

• Strong organizational and multitasking skills.
• Clear written and verbal communication.
• Proactive, reliable, and able to work independently.
• Effective at managing relationships across teams and partners.
• Deadline-driven with strong prioritization skills.
• Professional judgment and discretion.
• Proficient in Microsoft Office and Google Workspace with strong attention to detail.

Minimum Education and Experience

• Diploma or Bachelor’s degree in Business Administration, Management, or related field.
• Minimum 3 years’ experience in administrative, logistics, or coordination roles.
• Experience working with foundations, NGOs, or CSR programs is an asset.