Administrative Coordinator

2 weeks ago


Cape Town, Western Cape, South Africa Somewhere Full time

We are seeking an experienced Administrative Coordinator to join our team at Somewhere. In this role, you will play a key part in ensuring the seamless coordination of schedules, client communications, and data management.

This position offers a unique opportunity to work in a dynamic and collaborative environment, utilizing your exceptional organizational skills to drive success. If you have a proven track record in administrative roles, excellent communication skills, and a passion for delivering exceptional support, we encourage you to apply.

Responsibilities

  • Calendar Management: Oversee and coordinate the schedules of the CEO and clients, ensuring seamless communication across the team.
  • Client Communications: Answer and direct incoming calls, relay messages from clients, vendors, and potential leads to support the Sales and Concierge teams.
  • Appointment Management: Manage business appointments and calendars through HoneyBook, our client management software.
  • Email Support: Assist in monitoring and organizing the business email inbox for the CEO and Sales Team, ensuring timely follow-up and prioritization.
  • Contract Management: Organize and import seasonal contracts into HoneyBook for efficient record-keeping.
  • Data Analysis & Marketing Support: Analyze and organize spreadsheet data for targeted marketing efforts and assist in data entry and maintenance within the company's marketing platform, ActiveCampaign.
  • Database & Training Management: Import and manage training manuals in the company's database and assist with compiling and organizing Business Process SOPs in dedicated software.
  • G-Suite Management: Comprehensive organization and management of the team's shared G-Suite for seamless collaboration.
  • Personal Calendar Assistance: Assist with managing the CEO's personal and family calendar to ensure smooth coordination of schedules.
  • Rental Listings Management: Create and manage Aspen Luxury Concierge's rental listings on the website and other rental platforms such as Airbnb and OwnerRez.
  • Vendor Relations: Support the maintenance of the company's preferred vendor list, ensuring updated and accurate information.

Requirements

  • Minimum of 3 years of experience in administrative roles.
  • At least 2 years of hands-on customer service experience.
  • Proficiency in Word, Excel, PDF, Google Drive, Gmail, Calendar, and file management.
  • Experience with real estate and/or marketing is a plus.
  • Sales and marketing experience is a plus.

Desirable Skills

  • Strong proficiency with G-Suite, Microsoft products, and iOS systems.
  • Excellent written and verbal communication skills in English.
  • Highly organized, detail-oriented, and efficient in task management.
  • Strong leadership skills with an ability to communicate clearly across various platforms (email, phone, and virtual meetings).
  • A collaborative team player who values kindness, respect, and professionalism.
  • Self-motivated and goal-oriented with proactive problem-solving skills.
  • A process-oriented mindset with a focus on consistent follow-through.

We Offer

  • A competitive salary range of USD 1,500 - 2,000 per month.
  • A flexible schedule with a requirement to have some overlap between 10 AM and 3 PM for meetings.
  • A fully remote work arrangement, with a focus on collaboration and teamwork.
  • A dynamic and supportive work environment, with opportunities for growth and development.

As a Virtual Assistant at Somewhere, you will have the opportunity to work in a fast-paced and ever-changing environment, utilizing your skills and experience to drive success. If you are a motivated and organized individual with a passion for delivering exceptional support, we encourage you to apply for this exciting opportunity.

Apply Now



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