Office Coordinator

2 weeks ago

Brackenfell, South Africa ShopriteX Full time

**Role Purpose**

The purpose of the Office Coordinator is to provide administrative and organisational support to the ShopriteX team, ensuring they are fully supported and enabled to deliver on their strategic objectives. This is a highly collaborative role, partnering with team members to understand their needs to deliver the right solutions, while acting as a trusted partner. Day-to-day responsibilities include engaging with and attending to office related queries and requests, managing stakeholder diaries, preparing documentation and correspondence, organising meetings, booking travel and overseeing the general running and efficiency of the office.

**Role Description**
- Execute the efficient running of the office including planning, coordinating and managing administrative procedures and systems, as well as managing the office support team, to ensure a well-maintained office environment.
- Coordinate with contractors and suppliers and arrange office related requirements to ensure a well maintained and functional office space.
- Build and maintain relationships with the ShopriteX team, as well as internal and external stakeholders and service providers, to ensure office efficiency and effectiveness is maintained.
- Act as the point of contact for general queries received between customers or external parties and the ShopriteX team, ensuring all queries and requests are dealt with efficiently and timeously.
- Supervise Coordinate all travel requests and accommodation bookings for the team, including flights, hotel accommodation, visa arrangements, claims, etc.
- Supervise Support the booking, scheduling and management of meeting rooms, as well as the coordination of facilities and support requirements for hosting events and workshops.
- Support senior management with diary management and setting up of schedules and meetings, and make sure links are shared with relevant stakeholders, meeting rooms are booked, access to the office is arranged, etc.
- Type, prepare and compile documentation including reports, templates, presentations, meeting agendas and packs, correspondence, memos and minutes, following up on deadlines for document submissions and filing and storing of records and data.
- Ensure that all tasks/duties are carried out in accordance with outlined procedures and standards.
- Proactively work to support the team in the achievement of their strategic goals.
- Maintain effective records and administration.
- Provide administrative support with ad-hoc projects.
- Support all ShopriteX events including weekly All Hands and external meetings.

**Qualifications and experience**
- Grade 12 certificate - (essential).
- Diploma or certificate in Office Management or a related field like event planning - (desired).
- +2 years' experience in an Office Coordination role, with extensive and well-rounded experience providing organisational support to a senior leadership team and engaging with stakeholders across functions and levels - (essential).
- Strong proficiency in MS Office including Word, Excel, PowerPoint, Teams and Outlook - (essential).

**Key competencies and work ethic**
- **Energetic**, vibrant and positive, enjoys working in a dynamic, fast paced environment.
- Well-developed **interpersonal skills, **self-awareness and **personal influence** - able to interact, engage and maintain professional relationships with people at all levels of the corporate structure.
- Able to **work under pressure**, prioritise and balance numerous competing demands in a high-volume, high pressured, fast-paced working environment.
- ** Organised and detailed** - Plans, coordinates and executes functions, practices and procedures to realise business unit goals and objectives. Vigilantly watches over work processes, tasks and outputs to ensure accuracy and initiates action to correct any quality concerns.
- ** Customer orientated** - Committed to providing high-quality customer service. Ensures customer needs are understood, problems timeously resolved, and expectations met.
- Excellent **written and verbal communication skills **with well-developed spoken and written fluency in English along with the ability to convey information and data clearly, accurately and succinctly.
- ** Analytical** with good **problem-solving** skills - Comprehends new information to generate insights while proactively investigating courses of action to identify feasible solutions.
- ** Personal integrity** - Has good judgment and discretion to manage and maintain confidentiality. Takes **accountability **for actions and mistakes.

**Our Group and all its operating companies is committed to creating, embracing, and preserving a diverse workplace that values the unique talents, perspectives, backgrounds, and abilities that enrich our organisation. A place where everyone matters and feels included.**
**We are committed to Employment Equity when recruiting internally and externally.

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