Activations/ Business Coordinator

2 weeks ago

Constantia, South Africa Perfect Solutions Full time

**Perfect Solutions is looking for a activations/ business cordinator with experience in the events industry.**

Business Coordinator

We are looking for a responsible Business Coordinator to provide personalized secretarial and administrative support in a well-organized and timely manner. You will work on a one-to-one basis on a variety of tasks related to manager’s working life and communication.

The Business Coordinator should be capable of competently managing the office in their manager’s absence. They should be confident enough to delegate upwards to their manager's direct reports in order to effectively manage their manager's time and workload. Maintaining confidentiality is a fundamental requirement for the Business Coordinator because ultimately, building a strategic relationship with their manager is only possible if their manager trusts them enough to keep them in the loop about what is going on in the business.

**Business Coordinator: Office Administrator**

They will undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently.

The Business Coordinator ensures smooth running of our company’s offices and contributes in driving sustainable growth.

Business Coordinators, also known as Office Managers, are responsible for general administration tasks within an office environment. You will play a primary role in ensuring that all office administrative functions are coordinated to achieve a high level of productivity within the company

Business Coordinator who will be responsible for providing administrative support to our office personnel. The Business Coordinator’s role will include working closely with our leadership team by handling clerical duties, coordinating calendars, and organizing meetings

In order to be successful in this position you should be detail-oriented, professional and have excellent written and verbal communication skills

**ORGANISATION CHART (JOB TITLES ONLY)**

**Line Manager**

CEO

IMPORTANT CONTACTS WITHIN ORGANISATION
- CEO/
- Board of Directors
- Director’s PA
- Subsidiaries

IMPORTANT CONTACTS OUTSIDE ORGANISATION
- Clients
- Suppliers

**Job Description Written By**:
**HR Department**

**JOB DESCRIPTION SUMMARY**

**JOB TITLE**

Business Coordinator

**KEY PERFORMANCE AREAS**

**Business Coordinator**
- Recruiting, vetting and booking Brand Activators
- Managing Brand Activators
- Running recruitment drives
- creating model cards
- managing events on he ground
- answering calls and liaising with clients competently,
- preliminary drafting of correspondence on the manager's behalf,
- delegating work in the manager's absence,
- diary management
- planning and organising meetings,
- organising complex travel,
- taking action points and writing minutes,
- preparing papers for meetings,
- taking dictation,
- planning and organising events,
- improving office systems
- conducting research,
- preparing presentations,
- managing and reviewing filing and office systems,
- typing,
- sourcing and ordering stationery and office equipment,
- managing ad hoc projects
- Act as the point of contact between the manager and internal/external clients
- Screen and direct phone calls and distribute correspondence
- Handle requests and queries appropriately
- Manage diary and schedule meetings and appointments

**1 - GENERAL**
- Assist primarily the Executive Director with organizational, financial and personal administration on a daily basis
- Be friendly and personable while managing heavy communications and calendar scheduling (requiring interaction with both internal and external executives and assistants, as well as consultants, clients, co-workers and the general public) to coordinate various complex meetings
- Prioritise and manage multiple projects simultaneously and follow through on issues in a timely manner
- Lead short-term projects and initiatives as requested by the Executive Director
- Respect the need for confidentiality and sensitivity of information
- Have a proven ability to exercise good judgment in recognising the scope of authority
- Assist the Executive Director with all other related assigned tasks
- Assist other Directors as delegated by the Executive Director

**2 - COMMUNICATIONS**
- Communicate and handle incoming and outgoing electronic communications on behalf of the Executive Director
- Greet visitors graciously and in a professional manner, create a good personal image through a neat, clean, business like professional appearance and a positive, cheerful attitude
- Answer phones in a pleasant, helpful and professional manner, direct all incoming calls to appropriate party promptly and efficiently, accurately recording messages and reliably passing messages to recipient in a timely manner
- Maintain and present the Executive Dashboard and other reports on a timely manner

**3 - SCHEDULING**
- Work with the Executive Director to manage his calendar and schedule (board meetings, donor meetings, conference

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