Office Coordinator

QCIC; Cape Town; Hybrid; ZAR 25 000 - 45 000; Full time

Job summary

An established industry player seeks a dedicated Office Coordinator to support global operations from Cape Town. This hands-on role involves managing office administration, finance procedures, and building maintenance, ensuring smooth operations across regions. The ideal candidate will have a strong background in office and financial administration, excellent communication skills, and a knack for problem-solving. Join a dynamic team that values efficiency and sustainability, and contribute to a collaborative environment where your efforts will directly impact the success of a global organization.

Qualifications

• 3-5 years of experience in Office and Financial Administration.
• Strong attention to detail and excellent communication skills.

Responsibilities

• Support office functions and manage filing systems.
• Handle correspondence and assist with onboarding new hires.

Skills

Office Administration

Financial Administration

Computer Literacy

Communication Skills

Problem-Solving

Multitasking

Education

Tertiary Qualification in Finance

Tertiary Qualification in Office Management

Tools

Office365

SharePoint

Job description

Careers

Office Coordinator

Location: Cape Town, South Africa

Salary: Competitive

Contract: Permanent

Hours: Full Time

About The Role – QCICJD138
The main purpose of this role is to support the business through administration on a global scale. Our main HQ is in London, UK, with global hubs in Hong Kong, New York, and Cape Town where this role will be based.

The role is part of our Central Support team, which includes HR, IT, and Finance, overseen by our Finance Director. The role is vital in supporting the department, the business, and its employees worldwide.

The position is hands-on, requiring managing a large workload, prioritizing tasks, and adhering to deadlines across regions. The successful candidate will follow our hybrid working policy (subject to probation and business needs) with working hours from 08:30 to 17:30 SAST, with some flexibility due to our global presence.

Office Administration

• Support general office functions and manage Office365/SharePoint filing.
• Handle office administration, couriers, telephonic and email correspondence.
• Draft, prepare, and edit documents to company standards.
• Greet visitors and new starters, conduct office tours.
• Liaise with landlords and stakeholders in shared office spaces.
• Maintain records of fire alarms, first aiders, key holders, and access.
• Manage suppliers, equipment, and office facilities.
• Maintain administration systems and internal databases.
• Assist with onboarding new hires, including setting up workstations and stationery.
• Manage the corporate mobile phone account and issue devices as needed.
• Enhance office efficiency through planning and implementing systems, layouts, and procurement, alongside managing office contracts.
• Work with HR to ensure policy adherence.
• Assist in organizing events like staff days, meetings, and department gatherings.
• Book international travel and prepare itineraries.
• Handle office lease renewals.
• Contribute ideas for environmental sustainability and present them to leadership.
• Support ISO accreditation efforts, including ISO 14001, 27001, and 9001.

Building Administration

• Manage cleaning schedules for company flats in London and Cape Town.
• Record utility bills and present cost-effective options during renewals.
• Visit the Cape Town flat monthly for inspections and ensure it is fit for purpose.
• Manage diary and maintenance for properties.
• Prepare documentation and welcome packs for temporary occupants.
• Build profiles for residents and ensure supplies are stocked.
• Maintain a furniture directory for each property for repairs or replacements.

Finance Administration

• Implement and oversee financial procedures and controls.
• Reconcile supplier accounts monthly.
• Manage compliance and insurance.
• Prepare budgets and forecasts related to office needs.

What We Are Looking For

• 3-5 years experience in Office Administration and Financial Administration roles.
• Relevant tertiary qualifications (e.g., Finance or Office Management).
• Excellent computer literacy.
• Ability to prioritize and execute tasks smoothly.
• Fluent in English, with excellent communication skills.
• Strong attention to detail and accuracy.
• Maintain professionalism, confidentiality, and initiative.
• Well-organized with adaptability to changing demands.
• Strong planning, multitasking, and information monitoring skills.
• Problem-solving and decision-making abilities.
• High flexibility and adaptability.

NB: The successful candidate must pass security screening procedures.