Office Coordinator

Purpose of the Role 

The Office Coordinator is responsible for ensuring the smooth day-to-day operation of the office environment, providing professional reception services, coordinating facilities management activities, supporting employee onboarding, maintaining compliance records, and managing workplace events and employee engagement initiatives.  

Please note that this role requires you to be in office Monday - Friday from 08:00 - 17:00

Key Responsibilities 

Reception & Front Office Management 

• Serve as the first point of contact for visitors, clients, and employees, providing a professional and welcoming reception service. 

• Manage the reception area, ensuring it remains tidy, presentable, and fully operational. 

• Answer, screen, and direct incoming calls and email enquiries efficiently. 

• Coordinate visitor access, sign-in procedures, and security requirements. 

• Manage meeting room bookings and ensure meeting spaces are prepared and equipped.  

Facilities Management 

• Coordinate facilities maintenance, repairs, contractor activities, vendor relationships, service agreements, and facilities tickets to ensure the office remains operational and well maintained. 

• Conduct regular facility inspections to identify maintenance, health, safety, and housekeeping concerns. 

• Liaise with landlords, building management, and service providers regarding facility-related matters. 

• Support office moves, workstation setups, and space planning activities. 

• Maintain accurate records of facility assets, maintenance logs, service contracts, and related documentation. 

• Monitor and report facility-related expenses and assist with budget tracking. 

• Ensure office equipment, including coffee machines and conferencing equipment, is operational and serviced as required. 

• Order and manage office stationery, groceries, and facility consumables. 

• Coordinate courier services for business and facilities deliveries. 

• Provide general administrative and facilities support as required.  

Workplace Health, Safety & Compliance 

• Ensure compliance with workplace health, safety, and environmental standards. 

• Coordinate emergency preparedness procedures and maintain emergency contact information. 

• Maintain and monitor facilities compliance documentation, including:  

• Occupational Health and Safety records 

• Fire compliance certificates 

• Electrical Certificates of Compliance 

• Fire Marshal and First Aider certifications 

• Pest control records 

• HVAC maintenance and service records 

• Monitor and follow up on facilities service level agreements, including cleaning, pest control, HVAC, and shredding services.  

Employee Onboarding & Workplace Experience 

• Coordinate onboarding logistics for new employees, including workstation setup, welcome packs, access cards, parking arrangements, office tours, and first-day requirements. 

• Arrange catering and support requirements for new hire inductions. 

• Assist in implementing workplace initiatives that enhance employee experience and office operations.  

Events Coordination & Planning 

• Plan, coordinate, and execute company meetings, workshops, team-building activities, employee engagement initiatives, wellness programs, recognition events, and staff functions. 

• Source, negotiate, and manage relationships with venues, suppliers, caterers, and service providers. 

• Obtain quotations and manage event budgets to ensure cost-effective delivery. 

• Coordinate event logistics, including venue setup, catering, transport, equipment, registrations, invitations, and attendee communications. 

• Manage event timelines and oversee on-site event operations to ensure successful execution. 

• Source promotional items, awards, gifts, and branded merchandise. 

• Collect feedback, evaluate event success, and recommend improvements. 

• Maintain a database of preferred suppliers, venues, and service providers.  

Key Skills & Competencies 

• Excellent communication and interpersonal skills. 

• Strong customer service orientation. 

• Highly organized with strong planning and multitasking abilities. 

• Strong coordination and problem-solving skills. 

• Proficiency in Microsoft Office 365, including Outlook, Word, Excel, and Teams. 

• Ability to manage multiple priorities in a fast-paced environment. 

• Knowledge of facilities management, workplace health and safety, and event coordination principles. 

• Professional appearance and telephone etiquette 
    
  Qualifications & Experience 

Minimum Qualifications 

• Grade 12 / Matric certificate. 

• Diploma or Certificate in Facilities Management, Office Administration, Business Administration, or a related field desirable.  

Technical Knowledge 

• Strong proficiency in Microsoft 365 applications, including Outlook, Word, Excel, Teams, and PowerPoint. 

• Experience using facilities management, ticketing, procurement, or asset management systems would be advantageous. 

• Basic understanding of Occupational Health & Safety, building maintenance, and facilities management principles. 

• Knowledge of event planning and coordination best practices. 

Experience Required 

• Minimum 3 to 5 years' experience in a Facilities Coordinator, Office Administrator, Office Manager, Receptionist, Workplace Experience, or similar role. 

• Proven experience coordinating office maintenance, service providers, contractors, and facility-related projects. 

• Experience managing reception and front-of-house services in a corporate environment. 

• Experience coordinating company events, employee engagement activities, meetings, and workshops. 

• Experience with vendor management, procurement, quotations, and budget tracking. 

• Experience maintaining compliance documentation and supporting Occupational Health & Safety requirements. 

• Experience onboarding new employees and coordinating workplace logistics.  

• Experience acting as a project team member in the delivery of successful projects.  

• Experience in managing projects (desirable).