Office and Travel Coordinator

3 months ago

Sandton, South Africa Blueion Support Services Full time

**OFFICE AND TRAVEL COORDINATOR**

Office Coordinators perform a number of administrative support and customer service tasks to ensure efficient operation of their office environment.

**Minimum Requirements**
- 3+ years’ experience in a similar role
- A relevant undergraduate degree or studying towards - advantageous.
- Proficiency in Excel sheets and PowerPoint presentations.
- Experience proofreading, editing, and formatting of documents.
- Experience in travel booking - hotel flights, cars, and restaurants.
- Experience in Visa booking - advantageous.
- Experience managing projects end to end.

**CORE RESPONSIBILITES**

**Executive assistance**
- Follow office workflow procedures to ensure maximum efficiency
- Liasing with internal and external stakeholders
- Travel arrangements - hotels, flights, cars and restaurants ( local and international)
- Accurately prepare expense reports
- Provide assistance at social functions,
- See projects from start to finish, managing all aspects ensuring that the projects is flawlessly delivered
- Proactively communicating with various stakeholders

**Office administration**
- Purchase of office supplies, consumables and liaise with suppliers and IT for these.
- Sourcing of comparative quotes for any work to be done/equipment to be purchased.
- Supplier liaison for stationery, office consumables, courier etc.
- Ensure all office repairs and maintenance takes place timeously.
- Arranging for service/maintenance for aircon, UPS, fire extinguishers, alarms.
- Arranging for access control to the office park and the office.
- Sending out notices to all staff of office park issues.
- Arranging and having a list of the remotes and parking spaces.

**Event coordination**
- Organizing events and conferences.
- Assist with purchase of items required.
- Sourcing of quotes from suppliers.
- Setting up of functions.
- Arrange team building activities when necessary.
- Organize catering for meetings and / conferences.
- Prepare the boardrooms with beverages, note pads, pens etc.

**General Administration**
- Attending to calls on the reception line.
- Filing as required.
- Set up filing systems and maintain same.
- Online filing systems to replace / supplement the physical system.
- Courier of office mail / items - both for delivery and collections.
- Send flowers to staff in hospital and gifts for new babies born or adhoc.

**REQUIREMENTS**
- Working knowledge of office equipment (e.g. optical scanner)
- Excellent communication and interpersonal skills
- Organized with the ability to prioritize and multi-task
- Reliable with patience and professionalism
- Proven experience as office coordinator or in a similar role
- Comfortable in a fast-paced environment
- Comfortable working shifts, weekends, and public holidays when required.
- Must be able to build and sustain new relationships.
- Well-tempered and can communicate at all levels and respectfully.
- Great listening skills and MOM’s.
- Detailed orientated
- You must have a mature personality and be able to handle stress.

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