Team Coordinator

2 days ago

Johannesburg, South Africa Nedbank Full time

Detailed Job Description- Internal Click Here- Role Purpose- Partner the HR product teams in the delivery of a wide range of routine administrative, office management, project management and complex operational responsibilities. These include but are not limited to:

- Financial, Office and Team Administration
- Product Specific Project Coordination and administration including e.g. product delivery documentation from scoping to execution
- Procurement and Vendor Management
- Team Communications
- Customer (cross functional, (predominantly internal depending on functional area), query management and resolution)

**Accountabilities**

**Financial, Office and Team Administration**
- Proactively coordinate team diaries and schedules and leverage a solid understanding of the business context, strategic and operational agenda to make workable recommendations to the product teams concerning their time management, prioritization, delegation, and organization for optimal effectiveness
- Consolidate product calendar and ensure critical process and implementation cycles are communicated to the Business Operations and Strategy Teams for the broader Book of Work and HR Calendar
- Coordinate and manage all team logistics e.g. travel, meetings, catering, diaries and proactively package itineraries, visa, travel requirement documentation, meeting schedules, pick-ups / drop offs etc. and communicate relevant details to all team members (ready the team for action - enabling the team to be more effective and efficient by not needing to follow up and ask)
- Be the custodian of the product calendar and related product input requirements to HR / Group and proactively prompt the team on preparation requirements ahead of scheduled meetings, events, committees, board etc.
- Design and implement effective planning and communication processes aligned to the product to flag preparation requirements to respective team members where relevant
- Act as the point of coordination for key product related outcomes and ensure all requirements are met by teams e.g. attendance at forums, meetings, events, training, performance, submissions etc.
- Act as the first point of contact for the product office and ensure all requests (calls, correspondence) are appropriately actioned and closed by the relevant team members
- Implement and maintain office and team administration systems including for example: meeting minutes, agendas, customer engagements, schedules (such as leave, performance etc.), calendars and milestone delivery dates, templates, tools etc.
- Proactively manage financial transactions, this may include, but is not limited to: invoicing, payments, expenses,
- Expertly manage all incoming / outgoing communications and requests and proactively identify and mitigate associated risks (e.g. serious complaints, escalations, HR Executive Office and Cluster requests)
- Coordinate and manage all team information e.g. contact lists, birthday, leave etc. schedules
- Coordinate and manage all office supplies and equipment (on time and budget) - including asset management of key assets across the team
- Coordinate all people related administration e.g. onboarding, recruitment processes, resource management, performance preparation etc.
- Implement, monitor, maintain and continuously improve document management systems and processes
- Monitor, maintain and effectively improve on business process related systems e.g. trackers, resource management templates, reports etc.
- Expertly take and draft minutes for various product meetings where required to do so and ensure alignment to quality guidelines
- Ensure all coordination and administration meets group governance, risk, compliance and regulatory requirements - remain 100% compliant always

**Project Coordination**
- Lead the end to end project coordination and administration of both small and large scale events for the product teams e.g. conferences, meetings, award functions etc. Beyond events this could include data collection and analysis projects, bespoke system creation or survey coordination, training events, implementation and training
- Distil event requirements and objectives and independently identify and scope solutions and proposals for the team e.g. theme, venues, décor, food, budget
- Identify and source suppliers and manage the end to end procurement process to deliver on critical project requirements
- Operationalise all event / project requirements e.g. coordinate, manage, design and implement various components of these such as venue set up, invitations, planning, dry runs, AV equipment etc.)
- Coordinate and manage all logistics for projects and events e.g. invites, RSVPs, special dietary requirements, travel, briefing pack design and distribution, etc.
- Support product owners and leads in project administration where required to do so e.g. tracking documentation, reporting, budget consolidation etc.

**Experience and Qualifications**
- Matric and Relevant Business Administrat

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