Office Coordinator

An exciting position is available for a Office Coordinator at a growing business in George, Western Cape. The role involves managing the office diary, screening calls, drafting emails and letters, filing documents, and assisting with new employee onboarding. The company offers a pleasant working environment and ongoing training.

Responsibilities Records Management & Systems Capture, update, and verify client and employee data on the company's database or CRM system with high accuracy, conducting periodic data quality audits to identify and correct duplicate records, incomplete fields, or outdated contact information. Process and track incoming and outgoing documentation such as job applications, invoices, purchase orders, and contracts through the appropriate approval workflows, maintaining an accurate document register at every stage of processing. Office & Administrative Support Provide comprehensive administrative support to management by scheduling meetings and appointments, preparing agendas and meeting packs, taking accurate minutes, and diligently following up on action items to ensure timely completion and accountability. Manage the procurement of office supplies, stationery, and consumables by monitoring stock levels, obtaining competitive quotations from approved suppliers, placing purchase orders, and reconciling supplier invoices against delivery notes before payment. Reception & Client Liaison Receive, sort, and distribute incoming mail, courier parcels, and fax communications daily, and prepare outgoing correspondence including registered post items and courier consignments for dispatch while maintaining an accurate mail register. Serve as the first point of contact for all visitors and callers by greeting them warmly and professionally, determining their needs efficiently, notifying the relevant staff member promptly, and maintaining a presentable and welcoming reception area at all times. Manage a multi-line switchboard by answering incoming calls within three rings, screening and directing calls to appropriate departments, and taking detailed messages when colleagues are unavailable including caller name, company, contact number, and nature of enquiry. Assist clients and visitors with enquiries in a courteous and helpful manner, providing accurate information about the organisation's services, hours of operation, and locations, and directing individuals to the appropriate department or resource person efficiently.

Requirements A positive and helpful attitude with a genuine desire to provide excellent service to both internal and external stakeholders. A Grade 12 certificate is essential; a post-matric qualification in office administration or a related field is advantageous. Strong verbal and written communication skills in English, with ability to interact professionally with clients and colleagues. A minimum of one to two years of experience in an administrative or reception role within a professional office environment. Excellent typing speed and accuracy with the ability to transcribe dictation and produce error-free documents under time pressure.

Qualifications Higher Certificate in Office Management