Office Coordinator

7 days ago

Rustenburg, South Africa SNG GrantThornton Full time

**_Job Purpose:_**
The Office Coordinator plays a vital role in maintaining the division's smooth operation by providing administrative support to ensure efficient daily operations.

**_Job Description:_**
**Administrative Support**:

- Receive guests, parcels, deliveries (reception functions). This person will be notified of visitors via a “buzzer” at the entrance door.
- Regional diary management
- On-the-ground representative for regional events and functions
- Perform general administrative duties, including photocopying, scanning, mailing, and filing.
- Be responsible on a provincial level for ordering and distributing Stationery and Groceries.
- Assist in the preparation of reports, presentations, and other documents.
- Courier management according to protocol and booking of it on a provincial level.
- Assist with Asset control on a provincial level.
- Centralised travel desk management, including booking of flights, car hire and accommodation.

**Bid and Tender Administration Support**:

- To ensure that tender documents are completed, accurate and submitted on time
- In assisting to maintain regional office’s accurate records of completed documents and reporting of submitted tenders

**Scheduling and Coordination**:

- Scheduling and preparations / coordination of meetings, conferences, events, and training.
- Manage diaries for Directors
- Schedule\Assist and coordinate meetings, appointments, and travel arrangements.
- Call screening, Conference Call preparations & Teams Meeting scheduling.
- H&S rep reporting.
- Regional PO management (processing, follow up, etc)
- Project communication to regions GOA

**Data Entry and Record Keeping**:

- Enter data accurately into databases and maintain updated records.
- PO creation and follow up with Finance team.
- Keep track of office expenses and reimbursements.
- To ensure that tender documents are completed, accurate and submitted on time
- In assisting to maintain regional office’s accurate records of completed documents and reporting of submitted tenders

**Support for Staff**:

- Assist colleagues with tasks as needed.
- Collaborate with team members to ensure efficient workflow.
- Provide support during special projects and events.
- Assist with P&C duties were needed including Career Fairs, Onboarding of Trainees, Induction etc
- Training officer support to national training officer including tracking LearnConnect completion progress and submitting reports to L&D
- Office Equipment, Maintenance sourcing and management of stock and items.
- Reporting on various items to GOA Forum.

**Technology Proficiency**:

- Utilize office software such as word processing, spreadsheets, and presentation tools.
- Troubleshoot basic technical issues and coordinate with IT support when necessary.
- Formatting presentations for Director and staff

**_ Qualification:_**
- Office Administration Diploma
- Proficient in Excel and PowerPoint
- 3 - 5 years’ work experience

**_ Experience:_**
- Matric or equivalent; additional education or certification is a plus.
- Proven experience as an office assistant/ personal assistant or in a relevant administrative role.
- Strong organizational and multitasking abilities.
- Excellent verbal and written communication skills.

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