Job Description

OFFICE AND TRAVEL COORDINATOR

Office Coordinators perform a number of administrative support and customer service tasks to ensure efficient operation of their office environment.

Minimum Requirements

3+ years' experience in a similar role A relevant undergraduate degree or studying towards - advantageous. Proficiency in Microsoft applications - (Intermediate to Advanced level). Proficiency in Excel sheets and PowerPoint presentations. Experience proofreading, editing, and formatting of documents. Experience in travel booking - hotel flights, cars, and restaurants. Experience in Visa booking - advantageous. Experience managing projects end to end. Valid drivers licence with your own vehicle

CORE RESPONSIBILITES

Executive assistance

Follow office workflow procedures to ensure maximum efficiency Liaising with internal and external stakeholders Travel arrangements - hotels, flights , cars and restaurants ( local and international) Accurately prepare expense reports Provide assistance at social functions, See projects from start to finish, managing all aspects ensuring that the projects is flawlessly delivered Proactively communicating with various stakeholders

Office administration

Purchase of office supplies, consumables and liaise with suppliers and IT for these. Sourcing of comparative quotes for any work to be done/equipment to be purchased. Supplier liaison for stationery, office consumables, courier etc. Ensure all office repairs and maintenance takes place timeously. Arranging for service/maintenance for aircon, UPS, fire extinguishers, alarms. Arranging for access control to the office park and the office. Sending out notices to all staff of office park issues. Arranging and having a list of the remotes and parking spaces.

Event coordination

Organizing events and conferences. Assist with purchase of items required. Sourcing of quotes from suppliers. Setting up of functions. Arrange team building activities when necessary. Organize catering for meetings and / conferences. Prepare the boardrooms with beverages, note pads, pens etc.

General Administration

Attending to calls on the reception line. Filing as required. Set up filing systems and maintain same. Online filing systems to replace / supplement the physical system. Courier of office mail / items - both for delivery and collections. Send flowers to staff in hospital and gifts for new babies born or adhoc.

REQUIREMENTS

Working knowledge of office equipment (e.g. optical scanner) Excellent communication and interpersonal skills Organized with the ability to prioritize and multi-task Reliable with patience and professionalism Proven experience as office coordinator or in a similar role Comfortable in a fast-paced environment Comfortable working shifts, weekends, and public holidays when required. Must be able to build and sustain new relationships. Well-tempered and can communicate at all levels and respectfully. Great listening skills and MOM's. Detailed orientated * You must have a mature personality and be able to handle stress.