Office Coordinator

SUMMARY:
Office Coordinator required POSITION INFO:
SKILLS

Essential qualification and skills:
Minimum qualification: post-matric diploma in IT, business administration, book keeping or relevant field.
Minimum Experience: 2-4 years experience in administration within a large office environment. Desirable attributes:

• Strong communication skills: Coordinate with various stakeholders on various platforms without miscommunications.
• A people’s person that will be a strong contributor to maintaining a healthy and positive office-culture for all employees.
• Mature emotional-character and work ethic with strong moral compass.
• Self-starter that is able to apply their mind and experience to problem-solving and work-flows.

THE ROLE
Office and IT Procurement

• Supervise office assistant with procurement of general office supplies incl. refreshments, stationary, small assets, cleaning supplies.
• Budget holder of Office budget for general office supplies.
• Ensure that assets are promptly replaced when needed.
• Procurement of Computer & IT equipment for all employees.
• Manage Commercial insurance schedule for the office.
• Supervise office assistant to run annual maintenance and repairs on office assets.
• Administrate book keeping requirements for office procurement in collaboration with the finance department.

Liaison with suppliers and landlords

• Liaise with suppliers e.g. Internet and phones service providers, electricians and handymen.
• Liaise with building management e.g. parking arrangements and facilities.
• Liaise with benefit brokers for appointments with employees.

Employee well-being

• Ensure employees have equipment and facilities that are in good working order and ergonomically accurate.
• Assist in administrating EAP program together with Discovery and Human Resources.
• Host visiting employees from other regions.
• Supervise office assistant regarding cleaning and upkeep of local office.
• POC for various ad hoc requests and needs from employees.
• Arrange periodical lunches and social events for employees.
• Arrange gifting throughout the year: birthdays, Christmas, long-service awards, personal and professional milestones etc.

Events and marketing

• Assist head-office in organising Group-wide conferences and team events annually.
• Assist Business Development Territory-lead to arrange Marketing conferences with local external organisers.
• Arrange internal celebratory events for career milestones, personal life events, birthdays etc.
• Steward the company brand by extension from head-office regarding merchandising and Marketing assets and office signage and décor.

POC for new employees

• Onboarding tasks related to IT, internal systems and welcoming events.
• Coordinating 2 week-long induction programme with scheduling across many diaries.

Bookings and administrative assistance to Management

• Booking flights, accommodation and rental cars for employees visiting domestic clients and International company offices and foreign employees visiting the Stellenbosch, South Africa offices.
• Assisting management with filling in forms, drafting documents, Schedule meetings and admin as required.
• Assisting with employees to obtain visas and necessary documentation.
• Manage internal bookings system for meeting rooms and board rooms.

Various Ad hoc

• Assist developers and software operations team with ISO accreditation audit admin.
• Check local health and safety requirements and implement as needed.
• Join the global office admin team with Corporate Social Responsibility projects such as recycling initiatives.
• Overall ensure offices are well-maintained and functional.
• Administrate internal biometric access control system.
• Substitute for reception and switchboard when office assistant is absent