Job Purpose:
The Office Coordinator plays a vital role in maintaining the smooth operation of the division by
providing administrative support to ensure efficient day-to-day operations.

Job Description:
Administrative Support
• Business unit diary management
• Perform general administrative duties, including photocopying, scanning, mailing, and filing.
• Assist in the preparation of reports, presentations, and other documents.
• Centralised travel desk management, including booking of flights, car hire and accommodation.
• Events and functions management
• Assist directors with expense claims
• Reporting for BU
• Archiving

Scheduling and Coordination:
• Scheduling and preparations / coordination of meetings, conferences, events, and training.
• Manage diaries for Directors.
• Schedule\Assist and coordinate meetings, appointments, and travel arrangements.
• Call screening, Conference Call preparations & Teams Meeting scheduling.
• H&S rep reporting.
• Regional PO management (processing, follow up, etc)
• Project communication to regions GOA

Data Entry and Record Keeping:
• Knowledge management/BI representative for BU
• Enter data accurately into databases and maintain updated records.
• PO creation and follow up with Finance team.
• Keep track of department expenses and reimbursements.

Support for Staff:
• Facilitate travel desk requirements
• Assist colleagues with tasks as needed.
• Collaborate with team members to ensure efficient workflow.
• Provide support during special projects and events.
• Tracking LearnConnect completion progress and submitting reports to L&D
• Office Equipment, Maintenance sourcing and management of stock and items.
• Reporting on various items to GOA Forum.
• Assist with Risk management requirements and adherence
• Facilitate tender requirements with centralized tender function

Technology Proficiency:
• Utilize office software such as word processing, spreadsheets, and presentation tools.
• Troubleshoot basic technical issues and coordinate with IT support when necessary.
• Formatting presentations for Director and staff

Qualification & Experience:
• Office Administration Diploma
• Proficient in Excel and PowerPoint
• 3 – 5 years’ work experience
• Proven experience as an office assistant/ personal assistant or in a relevant administrative role.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite and other relevant software.
• Attention to detail and problem-solving skills.
• Ability to work independently and collaboratively in a team.