Office Coordinator

Join the team at a well-established organisation in Kimberley, Northern Cape in the role of Office Coordinator. The position rewards consistency, attention to detail, and a willingness to learn.

The workplace values doing things properly over cutting corners. The role comes with opportunities to learn, upskill, and advance over time. Collaboration, fairness, and pride in the work define the day-to-day culture. Get in touch with your application and start the conversation.

Responsibilities

Office & Administrative Support

• Type, format, proofread, and distribute correspondence including letters, memos, reports, and presentations using Microsoft Office, ensuring professional presentation, correct formatting, and grammatical accuracy in all outgoing documentation and communications.
• Coordinate travel arrangements for staff including booking domestic and international flights, accommodation, and car hire, and preparing detailed itineraries with all relevant contact information, meeting schedules, and venue directions.
• 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.

Reception & Client Liaison

• 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.
• 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.

Records Management & Systems

• 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.
• Maintain both physical and electronic filing systems according to the organisation's file plan and records management policy, ensuring all documents are correctly classified, indexed, and stored for rapid retrieval when requested by management or auditors.
• Ensure compliance with the Protection of Personal Information Act when handling confidential client and employee records, limiting access to authorised personnel only and securely disposing of documents that have reached their retention expiry date.
• 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.

Requirements

• Proficiency in the Microsoft Office suite including Word, Excel, Outlook, and PowerPoint with ability to produce well-formatted documents.
• Strong verbal and written communication skills in English, with ability to interact professionally with clients and colleagues.
• Strong organisational skills and the ability to prioritise multiple tasks while working calmly and efficiently under pressure.
• A positive and helpful attitude with a genuine desire to provide excellent service to both internal and external stakeholders.
• Excellent typing speed and accuracy with the ability to transcribe dictation and produce error-free documents under time pressure.
• The ability to handle confidential information with discretion and maintain the highest standards of integrity and trustworthiness.
• A Grade 12 certificate is essential; a post-matric qualification in office administration or a related field is advantageous.

Qualifications