Office Coordinator

Location: Gardens, Cape Town. (On-site role)

Contract type: Permanent

Working hours: 08H00 to 17H00

Role Summary 

The Office Coordinator is the central point of coordination for the Cape Town office and is based at the front desk, serving as the first point of contact for employees, visitors, candidates, vendors, and other stakeholders. This role is responsible for ensuring the smooth day-to-day operation of the office environment while creating a professional, welcoming, and efficient workplace experience. 

The role requires a balance of oversight and execution. The Office Coordinator is accountable for coordinating office operations, facilities, workplace services, events, and administrative activities, while also remaining actively involved in the day-to-day delivery of these services. Success in the role requires the ability to seamlessly pivot between strategic coordination, planning, and stakeholder management, and the practical hands-on tasks required to keep the office running effectively. 

As a visible and accessible presence within the office, the Office Coordinator proactively identifies opportunities for improvement, resolves operational issues, and supports a positive employee experience by ensuring workplace services are delivered to a high standard. This role combines operational leadership, problem-solving, customer service, and administration to enable a productive and engaging work environment

Key Responsibilities   

Workplace Experience & Front-of-House 

• Serve as the primary point of contact for visitors, guests, and external stakeholders. 
• Deliver a professional and welcoming office experience. 
• Manage visitor registration, office access, and reception-related activities. 
  

Travel & Administration 

• Coordinate local travel bookings for visitors from other OES locations to the Cape Town office, including accommodation, transfers, and itineraries. 
• Manage courier services and deliveries. 
• Support general office administration and coordination activities. 
  

Office Operations & Facilities 

• Oversee cleaning and maintenance of the office 
• Manage the relevant spend within the approved budget 
• Manage meeting room bookings, setup, and utilization. 
• Coordinate office access tags and security access requirements, including management of the alarm and armed response services. 
• Manage staff and visitor parking allocations. 
• Oversee building insurance administration and related documentation. 
• Coordinate office furniture procurement, workspace moves, and office upgrades. 
• Maintain productive relationships with building management and service providers. 
• Own the relationship with the landlord and other office vendors and ensure quality service delivery. 
• Partner with the IT and Tech teams to co-ordinate technology related company needs and vendor activities 
• Manage the procurement, ordering, and replenishment of office consumables and supplies, including kitchen, bathroom, and general workplace inventory. 
  

Events & Employee Experience 

• Coordinate office events, team celebrations, and employee engagement activities. 
• Manage catering, venue requirements, and vendor relationships. 
• Partner with Group teams to support and deliver global employee initiatives and events. 
• Support initiatives that enhance workplace culture and employee experience. 

Health, Safety & Compliance 

• Lead workplace health and safety activities for the office. 
• Act as the primary Health & Safety representative and liaison with building management on safety matters. 
• Coordinate health and safety inspections, audits, emergency preparedness activities, and evacuation drills. 
• Maintain health and safety records, incident logs, and compliance documentation. 
• Support the implementation and communication of workplace health and safety policies and procedures. 
• Ensure employees, contractors, and visitors comply with health and safety requirements. 
• Coordinate first aid, fire warden, and emergency response programs as required. 

What does success look like? 

• Employees and visitors consistently experience a professional, welcoming workplace.  
• Office operations and facilities run efficiently with minimal disruption.  
• Workplace events are successfully delivered and well received.  
• Vendor and service provider relationships are effectively managed.  
• Health and safety requirements are consistently met, with a safe and compliant working environment.  
• The workplace reflects the organization's culture, brand, and employee experience standards.