Purpose
An Administrative Coordinator plays a crucial role in an organisation by providing executive support to the Directors, overseeing and managing basic office operations, performing the office receptionist duties, and ensuring the smooth and effective functioning of the workplace.
Responsibilities
- Managing and maintaining executive calendars, including scheduling and coordinating appointments, meetings, and travel arrangements
- Assisting with organising and prioritising emails, correspondence, and other documents
- Coordinating and managing special projects and events, ensuring all deadlines and deliverables are met
- Conducting research and gathering information as the executive or senior-level employee requests
- Preparing and editing various documents, presentations, and reports.
- Acting as a point of contact for internal and external stakeholders, screening and directing phone calls and inquiries as necessary
- Handling confidential and sensitive information with discretion and professionalism
- Taking minutes at meetings by capturing and recording essential details during a meeting, including discussions, decisions, and action items, and following up on action items
- Greeting guests by welcoming visitors and ensuring they feel comfortable
- Managing phone calls by answering and transferring calls to employees
- Maintaining office supplies and records
- Managing cleaning contracts and staff
- Issuing and maintaining access and control systems
Requirements
Qualification and Experience Requirements
- A Matric Certificate with 3-5 years of proven experience as an office administrator, personal assistant, or relevant role in a corporate or executive setting, or
- A bachelor’s degree in office administration with 1-2 years of experience as an office administrator, personal assistant, or relevant role in a corporate or executive setting
Technical Requirements
- Proficient in Microsoft Office Suite: Excel, Word, PowerPoint, Teams and Outlook
- Proficiency in SharePoint and OneDrive will be advantageous
Job Specific Requirements
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Excellent multi-tasking and time management skills, with the ability to prioritise tasks and meet deadlines.
- A proactive and self-motivated attitude, with the ability to work autonomously and take initiative
- Strong written and verbal communication skills, with the ability to effectively interact with individuals at all levels of the organisation Excellent organisational and leadership skills
- Good strategic planning and scheduling skills
- Excellent communication and interpersonal skills
- Exceptional attention to detail and accuracy
- Familiarity with office management procedures and basic accounting principles
- Good critical thinking skills
- Quick-learning skills
- Customer service-oriented attitude
- Discretion and professionalism when handling confidential information
- Professional appearance and demeanour
- Ability to work under pressure
