Position: Executive Office & HR Coordinator
The position reports to the Executive Team, with the direct line manager being the CFO/Commercial
Director. This role involves managing various administrative duties for the executive team. This
includes overseeing office tasks and collaborating with the HR team to execute HR administrative
functions.
Administrative Support:
- Manage and maintain the executive’s calendar, including scheduling meetings, appointments,
and travel arrangements.
- Organize & coordinate meetings, including preparing agendas, materials, and meeting
minutes.
- Follow up on action items from meetings and ensure deadlines are met.
- Prepare and edit reports, presentations, and other documents.
- Handle confidential information with discretion and maintain data security.
- Coordinate cellphone contracts for the various teams.
- Ensure company insurance policies are up to date and renewed yearly, including supplier
public liabilities.
- Assist with special projects and other duties as assigned.
Office Management:
- Oversee office operations, including plumbing, air conditioning, parking assignment, and
general maintenance.
- Manage office supplies, equipment, and facilities as needed.
- Coordinate with the cleaning staff regarding the cleaning schedule, time, and leave.
- Managing IT-related queries and support in conjunction with IT Alliance.
HR Administration:
- Prepare employment contracts, offer letters, KPIs and Job Specs.
- Manage the HR mailbox and assist with any queries alongside the outsourced HR team.
- Plan team-building events, lunches, and training as requested by the executive team.
- Ensure employee folders and payroll are kept up to date.
- Handle all medical aid, provident fund, and visa queries.
- Onboarding all new staff and scheduling inductions and training.
- All other HR administrative duties that may arise.
Job skills:
- Organizational Skills: Ability to manage multiple tasks, prioritize work, and maintain a
structured environment.
- Time Management: Efficiently manage the executive’s schedule and deadlines.
- Attention to Detail: Ensure accuracy in all tasks, from scheduling to document preparation.
- Problem-Solving: Ability to anticipate and resolve issues proactively.
- Multitasking: Handle various tasks simultaneously without compromising quality.
- Deadline Management: Ensure tasks and projects are completed on time.
- Resourcefulness: Ability to find solutions and resources needed to complete tasks.
- Learning Agility: Willingness and ability to learn new skills and technologies as needed.
- Decision-Making: Ability to make informed decisions quickly.
- Trustworthiness: Handle sensitive information with the utmost confidentiality.
- Professionalism: Maintain a high level of professionalism in all interactions.
- Customer Service: Strong customer service skills to interact with clients and stakeholders.
