Office Coordinator

Job Purpose:

The Office Coordinator plays a vital role in maintaining the smooth operation of the division by

providing administrative support to ensure efficient day-to-day operations.

Job Description:

Administrative Support:

• Perform general administrative duties, including photocopying, scanning, mailing, and filing.
• Assist in the preparation of reports, presentations, and other documents.
• Assist with asset control on a national level.
• Centralised travel desk management, including booking of flights, car hire and accommodation.
• Supports Head of Department, directors and managers in their roles.
• Answering client emails on behalf of the Head of department.
• Arranging detailed travel plans, itineraries, agendas; and compiling all relevant travel requirements i.e. Visas Foreign exchange etc – where required.
• Report writing, where required, format of proposals and making sure the proposal adhere to SNG standards.
• Ensure subcontractors are onboarded and offboarded appropriately
• Sources information and prepares the documents supporting the quarterly review report to EXCO and extended MANCO – (prepared for the Head of division).
• Screening of incoming telephone calls and handle queries in an appropriate manner.
• Reconcile the credit cards on a monthly basis.
• Create PO's for suppliers and follow-up, maintain the listing of sub-contractors

Scheduling and Coordination:

• Scheduling and preparations / coordination of meetings, conferences, events, and training.
• Manage diaries for Directors.
• Schedule\Assist and coordinate meetings, appointments, and travel arrangements.
• Call screening, Conference Call preparations & Teams Meeting scheduling.
• Department PO management (processing, follow up, etc.)
• Project communication to regions General Office Administrators

Data Entry and Record Keeping:

• Enter data accurately into databases and maintain updated records like leaner tracker.
• Keep track of department expenses and reimbursements.
• To ensure that tender documents are completed, accurate and submitted on time.

Support Growth and BD

• Allocated tender and opportunities to staff\,managers
• Prepare Tenders from beginning to submission (non-technical components).
• Attend relevant events and exhibitions on behalf of the department, assist directors with public and profiling initiatives (e.g. pro-actively arranging for Firm banners if a director is presenting or speaking at an event) in collaboration with Growth and Marketing division.
• To ensure that tender documents are completed, accurate and submitted on time in collaboration with BD Coordinator and BD Manager
• Assist with updating Brochures and ensure that all marketing material is in line with the organisation brand.
• Update the CRM (HubSpot) on a weekly basis and follow up on outstanding information with staff - collaborate with Sales\BD colleagues.

Support for Staff:

• Assist with research.
• Explore various databases for updates on applicable legislations/standards.
• Organise department training.
• Support the coordination and publication of through leadership.
• Assist colleagues with tasks as needed.
• Collaborate with team members to ensure efficient workflow.
• Support team growth opportunities as applicable.
• Provide support during special projects and events.
• Training officer support to national training officer
• Office Equipment, Maintenance sourcing and management of stock and items.
• Reporting on various items to General Office Administrator Forum.

Technology Proficiency:

• Utilize office software such as word processing, spreadsheets, and presentation tools.
• Troubleshoot basic technical issues and coordinate with IT support when necessary.
• Formatting presentations for Director and staff Support on clients
• Ensure that non-client portfolio allocated to staff is adhered to.
• Provide support to teams delivering on client engagements
• Collaborate with National Coordinator on risk, quality and resource allocation
• Follow-up on client surveys and reference letters for every close jobs. Training Programme (trainees, etc)
• Assist the Head of Service Line and Manager responsible for the training programme with tracking competencies, scheduling required training to cover areas where experience cannot be obtained from the work environment – including SAIT and SAIPA trainees

Tax Specific Support Role

1. Research and Training assistance

• Conduct daily research and maintain a tracker on relevant tax developments from the following pages: OECD, ATAF, SARS, National Treasury, Reserve Bank, IBFD. Read through the developments to access relevance prior to downloading the development where relevant and sharing with the head of tax or managers.
• Maintain a tracker of developments that required training and publications
• Engage and follow up with allocated team member for the training and publication
• Schedule dry runs for presenters, and manage training bookings
• Maintain a tracker of developments that require comments to be submitted by the firm,
• Agree with the leadership on timelines and follow up to ensure the deadlines are not missed due to teams being busy with delivery.

• Maintain a tracker of participation dates for activities that require preparation by SAIT or SAICA,SARS i.e. industry presentations on tax developments or challenges faced by taxpayers

• African Desk

• Assist the Head of Tax and the Associate Director with all coordination requirements of the Africa Tax Desk i.e.

• Track developments from all countries in Africa
• Communicate the development with the head of tax from the contact list maintained by the department and request for commentary
• Follow up on outstanding comments
• Follow up on requests for specific information related to tenders for the Africa Tax Desk
• Consolidate information submitted by different countries for one tender for review by relevant Manager, Senior Manager or Director
• Help the desk maintain updated contact details

• Help the desk maintain targets, requires research on client contact details where we have a client that may have operations in other jurisdictions.

• Webinars, Industry Participation

• Track upcoming industry events and work with Marketing to ensure the tax department participates in a meaningful manner

• Work with relevant teams to plan Webinars and any other event that is planned by the tax department

Qualification:

• Office Administration Diploma
• Proficient in Excel and PowerPoint
• 3 – 5 years' work experience

Experience:

• Proven experience as an office assistant/ personal assistant or in a relevant administrative role.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite and other relevant software.
• Attention to detail and problem-solving skills.
• Ability to work independently and collaboratively in a team.