Office Co

The Office Co-ordinator for SunBet Cape Town will be responsible for providing a wide range of administrative, project, and transactional support of a responsible, confidential and complex nature to support the team in the implementation of various administrative processes, projects and activities in order to ensure a seamless and consistent delivery of services to all clients, and internal and external stakeholders in line with company procedures and compliance standards. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Education
- 2/3-Year Diploma or Certification in project co-ordination or administration.
- Study towards an HR Diploma is an advantage.

Experience
- 3-5 years’ departmental administration support experience
- Demonstrated experience in communicating and dealing with multiple contractors, and stakeholders
- Well-presented individual with high levels of professionalism
- Ability to deal with confidential information.

Skills and Knowledge
- Contextual reasoning and judgement skills
- Checking and Assuring quality
- Collecting information (sourcing; checking and / or documenting)
- Maintaining Focus
- Managing customer and stakeholder relationships
- Integrating (Connecting, Relating, Consulting)
- Problem-Solving
- Analytical skills
- Plan, prioritise, co-ordinate and manage multiple initiatives
- Service orientation
- Clerical Administrative functions
- Project Co-ordination
- Computer literacy (including Advanced MS Office; Peoplesoft; IFS Purchase requisitions)
- Presentation and Reporting skills - working with graphical and numerical data
- High degree of professionalism and sensitivity in dealing with diverse groups of people
- Ability to complete a high volume of tasks and projects with little or no guidance.
- Multiskilling / Able to maintain a high level of integrity and discretion in handling confidential information
- Excellent written and verbal communication skills
- Basic financial administration knowledge

Key Performance Areas
- Complete a broad variety of administrative tasks to support the CMO and marketing team, including assisting diary management, designing and producing documents, reports, and presentations; collecting and preparing information for meetings with internal and external stakeholders;
- Composing and preparing correspondence; maintaining contact lists
- Allocate and reconcile supplier invoices correctly and resolve all queries
- Liaise with vendors and ensure all documentation is in order and complete, and co-ordinate the loading of vendors
- Submit expense claims to the Finance department as per company policy and procedures.
- Update electronic repositories and shared folders with templates and support documentation around the various business processes on the intranet, ensuring content remains relevant
- Identify, classify, maintain and protect all confidential files, documentation and sensitive information consistent with record handling in line with legislative regulations for auditing purposes
- Manage documents and contracts— preparing, printing, tracking, and getting signatures promptly and accurately
- Troubleshoot and resolve first line queries and issues with various stakeholders, received by the department, escalating or rerouting queries where required
- Co-ordinate accommodation, invite and travel logistics for various meetings as required both internally and externally
- Co-ordinate, consolidate and provide administrative support on departmental projects, newsletters, memos, project plans, etc. and follow through on outstanding issues and action lists from minutes
- Complete reports / meeting minutes/ presentations / departmental documents and distribute to relevant parties
- Send out meeting/event invitations in advance (within reasonable time period to accommodate delegates).
- Book meeting venues according to meeting/event needs/requirements - number of people, equipment, times, access to floor, accessibility, refreshments, and time frames.
- Monitor progress of admin projects and track volumes of project costs and payment of fees against a pre-defined budget to ensure costs are aligned with agreed contract terms and there is no disruption to projects / progress
- Replenish office materials such as printer supplies, paper, office supplies, branded gifting, etc. as is required; as well as the replenishment of office groceries
- Provide hospitality to all guests visiting the offices and help to create a welcoming environment
- Co-ordinate new employee onboarding, including desk setups, organising welcome packs, and ensuring computer equipment is delivered timely.
- Liaise with building management to handle issues like maintenance, air conditioning, keys, and parking
- Assist in organising team wellness and engagement initiatives, such as weekly team drinks, monthly team activities, and quarterly team-building events, to