Administrative Coordinator

Hire Resolve; Gauteng; On-site; ZAR 240,000 - 360,000; Full time

Benefits offered by this job

Competitive salary based on experience

Job summary

Hire Resolve's client in Gauteng, South Africa, seeks an Administrative Coordinator to provide executive support to the Directors, oversee office operations, and perform receptionist duties for a smooth workplace.

Responsibilities include calendar management, correspondence handling, project and event coordination, minute taking, guest reception, and facilities management, with strict confidentiality and professional conduct expected at all times.

Qualifications

• Matric with 3–5 years of admin/PA experience or Bachelor’s in Office Admin with 1–2 years of relevant work.
• Proficient in Microsoft Office; SharePoint/OneDrive advantageous.
• Experience in executive support and office operations is preferred.

Responsibilities

• Manage executives' calendars and travel arrangements.
• Organize emails, correspondence, and documents.
• Coordinate special projects and events to meet deadlines.
• Conduct research and information gathering as requested.
• Prepare and edit documents, presentations, and reports.
• Screen calls and direct inquiries for stakeholders.
• Maintain confidentiality with sensitive information.
• Capture meeting minutes and follow up on actions.
• Greet visitors and manage reception duties.
• Oversee office supplies, records, and filing.
• Manage facilities, cleaning contracts and staff.
• Control access systems and security.

Skills

Multitasking

Time management

Communication

Leadership

Planning

Detail-oriented

Confidentiality

Education

Matric Certificate

Bachelor's in Office Administration

Tools

Microsoft Office Suite

SharePoint

OneDrive

Job description

Hire Resolve's client is seeking an Administrative Coordinator who will play a crucial role in an organization by providing executive support to the Directors, overseeing and managing office operations, performing the office receptionist duties, and ensuring the smooth and effective functioning of the workplace.

Key Responsibilities

• Calendar Management: Schedule and coordinate appointments, meetings, and travel arrangements for executives.
• Correspondence Management: Organize and prioritize emails, correspondence, and other documents.
• Project & Event Coordination: Manage special projects and events, ensuring deadlines and deliverables are met.
• Research & Information Gathering: Conduct research and gather information as requested.
• Document Preparation: Prepare and edit documents, presentations, and reports.
• Stakeholder Communication: Act as a point of contact, screening and directing calls and inquiries.
• Confidentiality: Handle sensitive information with discretion and professionalism.
• Minute Taking & Follow-up: Capture meeting minutes, including decisions and action items, and follow up accordingly.
• Guest Reception: Welcome visitors and ensure their comfort.
• Phone Management: Answer and transfer phone calls.
• Office Supplies & Records: Maintain office supplies and records.
• Facilities Management: Manage cleaning contracts and staff.
• Access Control: Issue and maintain access and control systems.

Minimum Requirements

• Option 1: Matric Certificate with 3-5 years of proven experience as an office administrator, personal assistant, or in a relevant corporate/executive role.
• Option 2: Bachelor's degree in Office Administration with 1-2 years of experience as an office administrator, personal assistant, or in a relevant corporate/executive role.

Technical Skills

• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Teams, Outlook).
• Advantageous: Proficiency in SharePoint and OneDrive.

Job Specific Skills

• Excellent multitasking and time management skills with strong prioritization and deadline adherence.
• Proactive and self-motivated with the ability to work autonomously and take initiative.
• Strong written and verbal communication skills for effective interaction at all organizational levels.
• Excellent organizational and leadership skills.
• Good strategic planning and scheduling abilities.
• Exceptional communication and interpersonal skills.
• Exceptional attention to detail and accuracy.
• Familiarity with office management procedures and basic accounting principles.
• Good critical thinking and quick-learning skills.
• Customer service-oriented attitude.
• Discretion and professionalism in handling confidential information.
• Professional appearance and demeanor.
• Ability to work effectively under pressure.

Benefits

• Competitive salary based on experience.