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Office Coordinator

1 month ago

Cape Town, Western Cape, South Africa QCIC Full time

Careers

Office Coordinator

Location: Cape Town, South Africa

Salary: Competitive

Contract: Permanent

Hours: Full Time

The main purpose of this role is to support the business through administration on a global scale. Our main HQ is in London, UK, however, we have global hubs in Hong Kong, New York, and Cape Town which is where this role will be based.

The role forms part of our Central Support team, currently consisting of team members from HR, IT, and Finance overseen by our Finance Director. This role will play a vital part in not only supporting the department but also the business and its employees around the world.

The role is hands-on; the successful candidate will be expected to manage a large workload and be able to prioritise tasks accordingly whilst adhering to the deadlines and requirements of various regions. The successful candidate will follow our hybrid working policy (subject to successful probation and business requirements) with normal working hours from 08:30 am – 17:30 pm SAST, however, occasionally a degree of flexibility is required due to our global presence.

Office Administration
  • General office support and Office365/SharePoint filing.
  • General office administration, couriers, telephonic and email correspondence.
  • Drafting, preparing, and editing documents to company standards.
  • Meet and greet visitors and new starters to the office, conducting office tours.
  • Liaising with landlords/key stakeholders within our shared office spaces.
  • Maintaining records of fire alarms, first aiders, key holders, and access.
  • Supplier management, equipment, and office facilities management.
  • Manage and maintain administration systems and internal databases.
  • Assist in the onboarding process for new hires, i.e., set up workstations and stationery.
  • Managing the corporate mobile phone account (monthly mobile phone report) and issuing mobile devices to qualifying staff where advised.
  • Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement alongside maintaining office contracts.
  • Work closely with HR to ensure that office policies and procedures are adhered to.
  • Assists with organising events such as the staff away day, team leader meetings & department get-togethers.
  • Booking international staff travel and producing itineraries.
  • Office lease renewals.
  • Assist the company in how we can be more environmentally friendly, be willing to explore new ideas and options, and present those to leadership.
  • Demonstrate an ongoing commitment to the achievement of our ISO accreditations, including ISO 14001, 27001, and 9001.
Building Administration
  • Manage cleaning booking schedules for the company flats based in London and Cape Town.
  • Accurately record utility bills for both properties presenting detailed best-value options to management during renewal periods.
  • Regularly visit the Cape Town flat and run through a property survey/snagging list monthly ensuring the flat is fit for purpose.
  • Diary and maintenance management of both properties.
  • Produce up-to-date documentation/welcome packs ready to be issued to those temporarily staying in the properties.
  • Build out profiles for those staying in the properties and ensure properties remain stocked with the necessary items for everyone.
  • Maintain a furniture directory containing details of furniture within each property in case of breakage/if a replacement is needed.
Finance Administration
  • Implement and maintain strong office financial procedures and controls.
  • Monthly supplier account reconciliation and resolution.
  • Compliance and Insurance Management.
  • Prepare budgets and forecasts in relation to office requirements.
What We Are Looking For
  • 3 – 5 years Experience in an Office Administration role.
  • 3 – 5 years Experience in Financial Administration.
  • Relevant Tertiary Qualification (I.e., Finance/Office Management).
  • Excellent computer literacy.
  • Able to prioritise and ensure smooth execution of tasks.
  • Fluent in English – spoken and written with excellent communication skills.
  • Strong attention to detail and accuracy.
  • Maintain high levels of professionalism, confidentiality, and initiative.
  • Well organised with an understanding of priorities and changing demands.
  • Organisational, planning, and multi-tasking skills.
  • Information gathering and information monitoring skills.
  • Problem analysis and problem-solving skills.
  • Judgment and decision-making ability.
  • High attention to detail and accuracy.
  • Flexibility.

NB: The successful candidate will be required to pass our security screening procedures.

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