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Office Coordinator

7 months ago

Centurion, South Africa Momentum Life Full time

**Introduction**
- Through our client-facing brands Metropolitan and Momentum, with Momentum Multiply (our wellness and lifestyle rewards programme), and our other specialist brands, including Guardrisk and Eris Property Group, the group enables business and people from all walks of life to achieve their financial goals and life aspirations.-
**Role Purpose**
- Ensure the smooth running of the office by providing effective administrative assistance to the manager and team members.**Requirements**:

- Grade 12 or equivalent qualifcation
- Office administration or secretarial qualification
- 2-5 years' relevant experience (essential)
- Financial services experience (desirable)
- Proven skills in the full Microsoft Office Suite

**Knowledge**
- Relevant business specific systems (e.g payments systems, travel bookings system, etc.)
- Knowledge of business correspondence standards

**Duties & Responsibilities**

**INTERNAL PROCESS**
- Manage all incoming queries, calls and SLAs of the team by assigning, directing and escalating all queries.
- Manage the financial administration function for the team by processing invoices, journals and other financial transactions within agreed timeframes and in line with finance processes.
- Consolidate and report on all financial transactions, in line with the allocate budget.
- Liaise with Finance with regards to JDE requirements, approvals, corporate card allocations and procurement.
- Reconcile and maintain supplier accounts and records to ensure good standing.
- Arrange detailed travel arrangements and compile all the relevant documentation for travel-related meetings for the team.
- Co-ordinate all the components (logistics, catering etc.) of events, meetings and functions within budget and specifications for the team.
- Escalate faults and other housekeeping issues with the relevant service provider and ensure queries are resolved within the given timeframes.
- Order and control office supplies, refreshments and equipment, in line with budget parameters.
- Develop and maintain relevant databases and records for the team, for ease of reference and retrieval of data.
- Provide secretarial support (agenda, minutes, action plans etc.) for the preparation and successful execution of meetings
- Support the induction activities for new staff members, by proactively managing and coordinating relevant activities and resources.
- Diary management for team, as per individual team member requirements.

**CLIENT**
- Provide authoritative, expertise and advice to clients and stakeholders.
- Build and maintain relationships with clients and internal and external stakeholders.
- Deliver on service level agreements made with clients and internal and external stakeholders in order to ensure that client expectations are managed.
- Make recommendations to improve client service and fair treatment of clients within area of responsibility.
- Participate and contribute to a culture which builds rewarding relationships, facilitates feedback and provides exceptional client service.

**PEOPLE**
- Develop and maintain productive and collaborative working relationships with peers and stakeholders.
- Positively influence and participate in change initiatives.
- Continuously develop own expertise in terms of professional, industry and legislation knowledge.
- Contribute to continuous innovation through the development, sharing and implementation of new ideas.
- Take ownership for driving career development.

**FINANCE**
- Contribute to the financial planning process within area.
- Identify opportunities to enhance cost effectiveness and increase operational efficiency.
- Manage financial and other company resources under your control with due respect.
- Provide input into the risk identification processes and communicate recommendations in the appropriate forum.

**Competencies**
- Documenting Facts
- Adopting Practical Approaches
- Team Working
- Meeting Timescales
- Checking Things
- Following Procedures
- Managing Tasks
- Upholding Standards

**Skills**
- Written and verbal communication
- Problem-solving skills
- Planning skills
- Interpersonal skills
- Microsoft Office
- Time management skills
- Coordination skills
- Attention to detail
- Event management skills
- Project management skills