Job Description

Purpose of the role:The Office Co-Ordinator ensures the smooth day-to-day functioning of the office environment. This includes managing administrative tasks, supplies, facilities, and coordination with internal and external stakeholders to create a productive and well-supported workspaceKey responsibilities: (What are you directly responsible to achieve within the scope of your role)Front Office Duties:

• Answer and direct incoming phone calls professionally and efficiently.
• Greet visitors and manage meeting room bookings as

Office Supplies & Inventory Management:

• Monitor and maintain office stationery and supply
• Ensure consistent availability of coffee, milk, and other basic amenities.
• Liaise with suppliers and vendors for reordering and

Facilities & Vendor Coordination:

• Act as the primary point of contact for the cleaning staff; coordinate schedules and address any
• Maintain a relationship with building management regarding access, maintenance, and general building
• Oversee office maintenance needs and escalate where necessary.

Team Support & Travel:

• Plan and coordinate travel arrangements for team members, including flights, accommodation, and process travel requests, itineraries, and related reimbursements as needed.

Executive Calendar Management:

• Provide calendar management support for the Exco teamxe2x80x94scheduling meetings, booking venues, and managing any conflicts. Send timely reminders and ensure alignment across executive diaries.

Output: (What are you expected to deliver within the scope of your role):

• Efficient and effective execution of administration tasks and running of office.

Minimum Required Qualification

• Matric or equivalent qualification

Minimum Required Experience:

• Minimum of 3 years of experience in an office coordination or administrative support role.
• Proficient in Google Suite / Microsoft Office Suite
• Experience with calendar management tools and basic travel logistics.

Minimum Required Competencies

• Strong interpersonal and communication
• Highly organized with attention to
• Problem-solving attitude and proactive
• Ability to multitask in a fast-paced
• Friendly, professional demeanor with a team-focused mindset.

Skills, knowledge & abilitiesAdministrative Excellence:

• Proven ability to manage front-desk responsibilities and general office administration with efficiency and

Organizational Skills:

• Strong time management and multitasking abilities with a proactive approach to handling competing priorities.

Communication:

• Clear verbal and written communication
• Comfortable interacting with staff at all levels, external vendors, and building management.

Tech Proficiency:

• Competent in Google Suite / Microsoft Office Suite
• Familiarity with digital calendars, online meeting tools, and travel booking platforms.

Attention to Detail:

• High level of accuracy in managing schedules, tracking supplies, and maintaining records.

Customer Service Orientation:

• A friendly and helpful approach to internal and external

Problem Solving:

• Ability to anticipate and resolve office-related challenges

Discretion & Confidentiality:

• Maintains confidentiality when handling sensitive information related to executives and the business.

Initiative:

• Takes ownership of the office space and actively seeks ways to improve the work environment.

Relationship Management:Experience liaising with external service providers, including cleaning services, suppliers, and building/facilities teams.

O'Brien Recruitment