Office Operations and Executive Coordination Manager

2 weeks ago

Cape Town, Western Cape, South Africa Job Crystal Full time R480 000 - R600 000 per year
Job Intro Office Operations and Executive Coordination Manager - Cape Town, WC Western Cape

Office Operations & Executive Coordination Manager
About Us
We hold a respected market position in Southern Africa, specialising in the design, manufacture, and distribution of high-performance fans for the industrial, mining, power generation, marine, and HVAC sectors. Job Specification With roots dating back to 1966, our decades of experience have earned us a strong reputation as a trusted partner to major corporations across the region. Today, our products are used in industrial applications worldwide.
We employ a diverse and skilled workforce with strong engineering expertise — and we're now seeking an Office & Executive Coordination Manager to bring structure, alignment, and follow-through across our business functions. Offer Role Overview
This is a central coordination role focused on supporting the leadership team by ensuring that sales, marketing, and business development efforts are aligned, efficient, and well executed.  This is a pivotal coordination and support role working closely with senior leadership.
You'll act as the central organiser and facilitator — ensuring that priorities are clear, communication flows smoothly, and key initiatives across Sales, Marketing, Business Development, Research, and Compliance stay on track.  You will also coordinate teams, maintain systems, track progress, and keep everyone aligned with business priorities.
You'll provide executive-level administrative and operational support, helping the leadership team stay focused on strategy while ensuring execution happens effectively throughout the organisation.
If you're organised, commercially minded, and thrive on bringing structure and clarity to fast-moving environments, this role is for you.
Key Responsibilities
Executive Support & Coordination
  • Serve as the key coordination point between the Managing Director, leadership team, and department heads.
  • Track and follow up on management decisions, meetings, and project action items.
  • Coordinate internal meetings, ensuring agendas, materials, and outcomes are clearly documented and distributed.
Business & Sales Operations Coordination
  • Support the implementation of sales and business development plans provided by management.
  • Maintain and update the customer and prospect database.
  • Track and report on key performance indicators and departmental progress.
  • Coordinate account assignments, pricing updates, and client communication processes.
  • Assist with quotes, proposals, and follow-ups to ensure smooth client engagement.
  • Oversee the flow of information between Sales, Marketing, and Operations to ensure alignment.
Marketing & Communication Support
  • Coordinate marketing initiatives, product launches, and content schedules.
  • Review and manage marketing and sales material to ensure consistency and brand alignment.
  • Liaise with internal and external marketing teams to support social media, campaigns, and client communications.
  • Keep the marketing library and digital assets organised and up to date.
Process, Planning & Compliance
  • Assist in maintaining operational and compliance documentation.
  • Support business process improvements and system updates.
  • Monitor timelines and ensure accountability on key projects and deliverables.
  • Maintain confidentiality and discretion in handling company and personnel information.
Qualifications & Experience
  • Relevant tertiary qualification advantageous.
  • Proven experience in operations coordination, office management, sales coordination or executive assistance.
  • Exposure to sales, marketing, or business development environments preferred.
  • Technical or industrial sector experience (HVAC, ventilation, fans, or engineering) advantageous.
  • Bilingual in English and Afrikaans.
Attributes for Success
  • Highly organised, detail-oriented, and able to manage multiple priorities.
  • Excellent written and verbal communicator at all levels.
  • Proactive problem-solver who thrives on creating order and follow-through.
  • Professional, composed, and trustworthy in handling sensitive information.
  • Commercially minded with a collaborative, team-focused attitude.
  • Proficient in MS Office, CRM systems, and business communication tools.
  • "No drama" personality — calm, approachable, and dependable.
Why You'll Love Working With Us
  • Work closely with a dynamic and experienced leadership team.
  • Be the go-to person who keeps the business connected and running smoothly.
  • Join a collaborative, supportive, and professional environment.
  • Enjoy flexibility, personal growth, and opportunities for advancement.
  • Competitive, market-related salary and benefits package.
  • Working hours: 08:00–17:00 (Mon–Thu) and 08:00–15:00 (Fri).
Monthly Salary: R R40000

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