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Stellenbosch

    Office Coordinator - Stellenbosch, South Africa - Merand Corbett & Associates

    Merand Corbett & Associates
    Merand Corbett & Associates Stellenbosch, South Africa

    3 days ago

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    Description
    SKILLS

    Essential qualification and skills:
    Minimum qualification: post-matric diploma in IT, business administration, book keeping or relevant field.
    Minimum Experience: 2-4 years experience in administration within a large office environment.

    Desirable attributes:
    • Strong communication skills: Coordinate with various stakeholders on various platforms without miscommunications.
    • A peoples person that will be a strong contributor to maintaining a healthy and positive office-culture for all employees.
    • Mature emotional-character and work ethic with strong moral compass.
    • Self-starter that is able to apply their mind and experience to problem-solving and work-flows.

    THE ROLE

    Office and IT Procurement
    • Supervise office assistant with procurement of general office supplies incl. refreshments, stationary, small assets, cleaning supplies.
    • Budget holder of Office budget for general office supplies.
    • Ensure that assets are promptly replaced when needed.
    • Procurement of Computer & IT equipment for all employees.
    • Manage Commercial insurance schedule for the office.
    • Supervise office assistant to run annual maintenance and repairs on office assets.
    • Administrate book keeping requirements for office procurement in collaboration with the finance department.

    Liaison with suppliers and landlords
    • Liaise with suppliers e.g. Internet and phones service providers, electricians and handymen.
    • Liaise with building management e.g. parking arrangements and facilities.
    • Liaise with benefit brokers for appointments with employees.

    Employee well-being
    • Ensure employees have equipment and facilities that are in good working order and ergonomically accurate.
    • Assist in administrating EAP program together with Discovery and Human Resources.
    • Host visiting employees from other regions.
    • Supervise office assistant regarding cleaning and upkeep of local office.
    • POC for various ad hoc requests and needs from employees.
    • Arrange periodical lunches and social events for employees.
    • Arrange gifting throughout the year: birthdays, Christmas, long-service awards, personal and professional milestones etc.

    Events and marketing
    • Assist head-office in organising Group-wide conferences and team events annually.
    • Assist Business Development Territory-lead to arrange Marketing conferences with local external organisers.
    • Arrange internal celebratory events for career milestones, personal life events, birthdays etc.
    • Steward the company brand by extension from head-office regarding merchandising and Marketing assets and office signage and décor.

    POC for new employees
    • Onboarding tasks related to IT, internal systems and welcoming events.
    • Coordinating 2 week-long induction programme with scheduling across many diaries.
    Bookings and administrative assistance to Management
    • Booking flights, accommodation and rental cars for employees visiting domestic clients and International company offices and foreign employees visiting the Stellenbosch, South Africa offices.
    • Assisting management with filling in forms, drafting documents, Schedule meetings and admin as required.
    • Assisting with employees to obtain visas and necessary documentation.
    • Manage internal bookings system for meeting rooms and board rooms.

    Various Ad hoc
    • Assist developers and software operations team with ISO accreditation audit admin.
    • Check local health and safety requirements and implement as needed.
    • Join the global office admin team with Corporate Social Responsibility projects such as recycling initiatives.
    • Overall ensure offices are well-maintained and functional.
    • Administrate internal biometric access control system.
    • Substitute for reception and switchboard when office assistant is absent
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