Administrative Support Coordinator

2 weeks ago


Johannesburg, Gauteng, South Africa Vodacom Full time
About the Role

As an Administrative Support Coordinator at Vodacom, you will play a crucial role in managing the business administration and project support function within the office of the VB Director. Your primary responsibility will be to serve as the primary point of contact for this office.

Your key responsibilities will include:

  1. Administrative Support
    Providing real-time email management and prioritization
    Managing the VB Director's message and telephone screening
    Guest reception and coordination
    Facilitating the VB Director's calendar to arrange appointments, meetings, and conferences optimally
    Reviewing, proofreading, and editing documents prepared for the VB Director's signature
    Ensuring the VB Director is well-prepared for meetings
    Developing and maintaining office management systems, including data management and filing
    Accurate minute-taking during meetings
    Document compilation and consolidation in line with various submission requirements
    Coordinating reports that may require input from all departments and presented to Executives
    Taking meticulous minutes and action items for the VB Director and ensuring completion
    Arranging and managing personal arrangements/activities/requests with confidentiality
  2. Budget and Expense Management
    Assisting the VB Director with budget OPEX and CAPEX budget administration for their cost centre
    Ensuring expenditure documentation is checked and prepared in accordance with policies and procedures
    Collecting tax invoices and receipts for payment purposes
    Reconciling expenditures in accordance with source and reference data
    Processing reconciliations and payments within turnaround time
    Processing expense reports
    Budget transfers
    Filing expenses within 30 days or as per request
  3. Travel Management
    Managing all travel for local and international trips
    Preparing the VB Director's itinerary for all trips
    Responsible for all travel logistics i.e. visa applications, hotels, flights, meetings, transport, Forex
  4. Event Management
    Event management for all functions hosted by the VB Directors office for their cost centre
    Responsible for all logistical arrangements for events, conferences, team builds, workshops, seminars etc.
    Venue booking and preparation
    Confirmation of speakers
    Attendance of delegates
    Preparation of agenda
    Preparation of presentations
    Sourcing promotional items and branded gifts


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