Office Coordinator Job Key Responsibilities
Effective and proactive office management
Ensuring that all correspondence (both incoming and outgoing) are disseminated and processed effectively;
Ensuring that In charge of effective dissemination of information and notices within the department and to other departmental heads;
Handling incoming telephone calls/faxes and confidential matters;
Liaison between Department and internal clients;
Ordering of stationery for the department; and
Supervision of office general outlook e.g. cleanliness, orderliness.
Handle visa, work permit requirements, benefits and Leave travel for expatriate staff
Ensures that the required documentation is prepared in a timely manner and submitted to the immigration authorities and follow up to ensure that the visas/work permits are issued;
Maintains optimal relationships with the relevant Government officials to help ensure that applications are approved;
Ensure payments as per Expat benefit is effected in a timely manner e.g. school fees, rent, vacation tickets; and
Ensure documentation for home travel is prepared and all necessary trackers are updated.
Document and Vendor payments preparation and follow up
Processing of business travel applications and follow up for validation of same;
Document and distribute minutes from meeting and follow up on action points from responsible parties;
Present documents for CEO’s sign off as presented by respective parties within the company
Enter payments to the system and follow up approvers and process until payment is made
Manage the CEO’s diary of appointments and meetings
Handling and screening visitors;
Book meetings appropriately and in agreement with the CEO;
Usher in guests as per the CEO’s scheduled diary;
Prepare accordingly for each meeting for the CEO by ensuring availability of accommodations and refreshments if required;
Receive on behalf of CEO and disclose all gifts as received from vendors and external parties as per the code of conduct; and
Ensure proper documentation for EC leave as requested and approved that their HR leave records are duly updated.
Company Events coordinator
Follow up and brief CEO on scheduled events and projects as directed; and
Sit in the events CFT committee to ensure all events meet minimum company standards.
Qualifications for the Office Coordinator Job
Must have 3-5 years’ experience in a busy environment and in a similar position;
Well versed in MS Computer packages i.e. Word/ Excel/ PowerPoint; and
Minimum of Bachelors degree in any field.
Office Coordinator Job Skills Required
High Degree of Integrity
Capable of working under minimum supervision
Hardworking, resilient and pro active
Excellent communication – both written and spoken
Excellent interpersonal skills
Mature – able to engage Senior Management and VIP guests
Good organizational skills.
Willing to learn
Good multi-tasking skills
