Office Coordinator

3 months ago

Cape Town, South Africa The Gem Project Full time

**Main purpose of the role**

The Office Coordinator will organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.

Ultimately, the Office Coordinator should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.

**Operational Administration Responsibilities**:
1. Serve as the point person for office coordination duties including:

- Maintenance
- Insurance
- Supplies
- Equipment
- Bills
- Errands
- Shopping

2. Schedule meetings and appointments

3. Schedule and maintain logistics, drivers and vehicle management

4. Organize the office layout and order stationery and equipment, maintain the office condition and arrange necessary repairs

5. Organize office operations and procedures

6. Coordinate with IT consultant on all office equipment

7. Manage contract and price negotiations with office vendors and service providers

8. Maintain insurance policies, process claims and ensure all property and assets are suitably covered

9. Provide general support to visitors

10. Address employees’ queries regarding office management issues (e.g., stationery, Hardware and travel arrangements)

11. Plan in-house or off-site activities, like parties, celebrations and conferences

12. Ad-hoc duties as an when required by management

**Financial Administration Responsibilities**:
1. Preparation and submission of all financial administration and accounts

2. Management of Petty cash

3. Financial Reporting to Financial Manager

4. Preparation and ongoing review of Gem Project Cape Town budgets with ALL departmental managers

5. Audit preparation - Assist Financial Manager with Schedules, Accruals, Liaison with auditors, managing audit process

6. Manage all financial risk and develop early warning systems

7. Manage and supervise all procurement, ensuring alignment with organizational policies

8. Monitor and manage Project expenditure and implement corrective action where expenditure exceeds or is not consistent with agreed budgets

9. Weekly check in on all facilities, within the project, spot checks on financial systems, petty cash, assets and asset management

10. Stock/Inventory/Asset Management - ensure that system processes are followed to ensure the verification of all stock/inventory/assets. Specifically, to eliminate loss.

11. Fundraising - Local Knowledge of Cape Town and established network of contacts for possible fundraising and partnership opportunities.

**HR Administration Responsibilities**

1. Maintain employee HR files and conduct ongoing audits

2. Compile information to ensure statutory and legislative compliance

3. Manage, maintain and report on matters pertaining to staff leave. Attendance records and registers

4. Maternity benefit, UIF and COIDA administration

5. Payroll - Manage, process, maintain and submit all matters pertaining to payroll, to The Financial Manager

6. Monthly reporting to all HOD’s regarding staff HR Administration

7. Contracts management - ensure that all HOD’s are notified of expiring contracts are timeously renewed or terminated

**Essential Skills**

1. Proven office management and administrative skills

2. Knowledge of office management responsibilities, systems, and procedures

3. Excellent time management skills and ability to multitask and prioritize work

4. Attention to detail and problem-solving skills

5. Excellent written and verbal communication skills

6. Strong organizational and planning skills

7. Bookkeeping experience

8. Knowledge of accounting, data, and administrative management practices and procedures

9. Knowledge of human resources management practices and procedures

10. Knowledge of business and management principles

11. Excellent administration abilities (Compliance, Human Resources, policies, procedures, reports, finance, budgets)

12. Fundraising, presentations, partnership development and networking experience

**Desirable skills**

1. Community Outreach experience

2. Experience working with administration of an Animal Rescue/Sanctuary

3. Understanding and/or experience of the NGO environment and legislative compliance requirements

4. Community based experience, working with vulnerable youth

5. Sage Accounting and Payroll experience

6. Afrikaans and Xhosa proficiency

**Qualifications and Experience**

1. Bookkeeping qualification

2. Excellent English proficiency essential

3. Drivers’ license essential

4. Excellent computer proficiency

5. Minimum of 5 years’ experience in a similar role

Salary is commensurate with skills and experience.

**Ability to commute/relocate**:

- Cape Town, Western Cape: Reliably commute or planning to relocate before starting work (required)

**License/Certification**:

- Drivers License (Essential requirement)

Ability to commute/relocate:

- Cape Town, Western Cape: Reliably

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