Our client, market leader in the South African Roadside Assistance Services, is currently recruiting a permanent position for an Office Coordinator based in Gauteng.The Office Coordinator is responsible for providing professional and efficient coordination and administrative support to the Chief Executive Officer (CEO), while ensuring the effective management of the Association's reception and front-office function.The role is responsible for the proactive management of the CEO's diary, meetings, travel, correspondence, executive engagements and related administrative requirements, ensuring that the CEO's time and priorities are effectively coordinated.In addition, the role serves as the first point of contact for employees, members, clients, visitors and external stakeholders, ensuring a professional, welcoming and well-managed reception environment.The position requires a high level of professionalism, confidentiality, organisation, discretion, attention to detail and stakeholder service, with the ability to manage competing priorities, anticipate requirements and operate effectively in a fast-paced executive environment.Job-Related Information
Department:Operations
Direct report to:Operations Manager
Manage and maintain the CEO's diary, ensuring that appointments, meetings and commitments are accurately scheduled and appropriately prioritised
Coordinate internal and external meetings on behalf of the CEO
Ensure the CEO is adequately briefed on daily meetings, appointments and engagements
Manage meeting logistics, including venues, virtual meeting arrangements, invitations, agendas and supporting documentation
Identify and proactively manage diary conflicts and competing priorities
Coordinate travel arrangements, where required, including itineraries, accommodation and related logistics
Prepare meeting packs, documents, presentations and other information required by the CEO
Manage incoming correspondence and ensure matters requiring the CEO's attention are appropriately escalated.
Maintain an effective filing and document management system for the CEO's office
Handle sensitive and confidential information with the highest level of discretion
Follow up on actions arising from meetings and engagements of the CEO where required.
Manage the reception area and ensure a professional and welcoming environment is maintained at all times
Act as the first point of contact for visitors, members, clients, suppliers and other stakeholders
Receive, screen and direct telephone calls and enquiries appropriately
Welcome and assist visitors and ensure that they are directed to the relevant employee or meeting venue
Maintain visitor registers and follow applicable access and security procedures
Coordinate meeting room bookings and ensure meeting rooms are appropriately prepared
Assist with refreshments and other meeting requirements when required
Receive and distribute incoming correspondence, courier deliveries and other documents
Coordinate outgoing courier and mail requirements
Ensure reception-related equipment and facilities are maintained and report any issues promptly
Maintain a professional standard of customer service and corporate presentation.
Provide general administrative support to ensure the smooth functioning of the office
Coordinate office supplies and stationery requirements within approved processes and budgets
Assist the travel office with administrative tasks
Assist with the coordination of internal events, meetings and corporate functions
Assist with facilities-related administration and escalate maintenance or operational issues
Support the implementation of administrative processes and systems that improve office efficiency.
Skilled in conveying complex ideas with clarity, structure, and influence
Proven ability to lead and develop teams toward ambitious performance goals
Strong capability to motivate, guide, and manage people in a dynamic environment
Demonstrated ability to build trust, foster relationships, and work collaboratively across different teams and levels
Skilled in navigating diverse stakeholder interests and driving alignment.
Grade 12 / National Senior Certificate
Diploma or equivalent qualification in Office Administration, Business Administration, Secretarial Studies, Management or a related field
Minimum 3-5 years' experience in office administration, executive support, reception or a similar coordination role
Previous experience managing an executive diary would be advantageous
Experience working in a corporate or professional environment
Proficiency in Microsoft Office, including Outlook, Word, Excel and PowerPoint.
Market related
Benefits: AA membership, Medical Aid, Provident Fund, Cell Phone Allowance
Desired Skills:
Office
Coordinator
Gauteng