Office Coordinator

3 weeks ago

Stellenbosch, South Africa Merand Corbett & Associates Full time
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 peoples 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

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