Office Coordinator & Personal Assistant

• International Liaison: Serve as a primary point of contact for European and local suppliers, managing correspondence and coordinating the shipping of medical systems and parts.
  
• Tender & Proposal Management: Proactively monitor tender platforms, compile comprehensive submissions, and generate professional quotations for technical services and repairs.
  
• Executive Support: Manage complex travel logistics including international flights, car rentals, and accommodation.
  
• Office Governance: Maintain the effective running of the office, supervising maintenance requests, managing office supplies, and overseeing internal cleaning services.
  
• Information Management: Implement and maintain a rigorous filing system and database, ensuring all statutory information (e.g., CIPC) remains updated.
  
• Commercial Administration: Monitor multiple communication channels, respond to stakeholder enquiries, and draft professional contracts and purchase orders.
  

Requirements

• Experience: Proven background in office coordination, personal assistance, or senior administration within a corporate or medical environment.
  
• Language Proficiency: Absolute fluency in English and Afrikaans (written and verbal) is essential for dealing with local clients and European stakeholders. 
  
• Operational Independence: Ability to work autonomously and manage the office environment independently during executive absences.
  
• Logistics Knowledge: Understanding of local and international shipping protocols (or the aptitude to undergo training).
  
• Licensing: Valid driver’s license and own reliable vehicle.
  
• Attributes: Exceptional organizational skills, high attention to detail, and a professional presence suitable for the medical field.
  
• Multilingualism: Proficiency in Italian or German would be an advantage given the European supplier base.
  

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  
• Design and Marketing tools: Canva, Campaign Monitor / MailChimp.
  
• Social Media Platforms (LinkedIn, Instagram, Facebook).
  
• CRM software experience is highly beneficial.