Department Co-ordinator: Product (Sandton) at Sun International

Job Purpose

• The Departmental Coordinator: Product supports the effective functioning of the department by managing administrative, operational and cross-functional coordination, serving as the central point of contact for internal communication, ensuring the smooth execution of product initiatives and maintaining departmental organisation and documentation.
• Responsibilities include coordinating departmental meetings and calendars, supporting the tracking and reporting of product timelines and deliverables, maintaining accurate documentation, assisting with internal communications, facilitating alignment between teams, onboarding new team members, managing departmental tools and resources and ensuring that operational processes run smoothly, contributing to the overall productivity and success of the product function.

Job Scope

• Act as the primary point of contact for internal queries to the department
• Manage and maintain departmental calendars, schedule internal and external meetings
• Organise team off-sites, workshops, and training sessions
• Handle travel arrangements and logistics for departmental staff
• Process purchase orders, invoices, and expense reports
• Draft and distribute internal communications, announcements and summaries
• Assist with document preparation such as meeting agendas, minutes and reports
• Monitor progress of departmental projects and provide status updates to managers
• Assist in the coordination of product launches, ensuring that all necessary parties are aligned, and timelines are adhered to
• Track post-launch feedback, including user reviews, analytics, and customer support queries to help identify areas for future product improvement
• Support the roll-out of product updates, ensuring that teams are prepared for new features or changes
• Help ensure deliverables are tracked and aligned with timelines
• Follow up on action items with various teams and individuals
• Organise and maintain department files, documentation and shared drives
• Ensure proper version control and access management for key files
• Update internal systems or databases with departmental metrics or updates
• Schedule and prepare logistics for team meetings, cross-functional reviews, or stakeholder presentations
• Compile meeting notes and distribute action items and follow-up tasks
• Compile data for internal reporting and dashboards (e.g., departmental KPIs, budgets, progress reports)
• Assist with preparing presentation materials for leadership or cross-departmental meetings
• Track departmental budgets, expenditures, and vendor contracts
• Support ordering of tools, stationary, subscriptions, and equipment required by the team
• Assist with onboarding new team members (IT setup, documentation, access)
• Identify opportunities to streamline administrative processes within the department
• Recommend or implement tools or templates to improve coordination and communication
• Ensure adherence to internal protocols and procedures

Requirements

Qualifications

• Diploma in Secretarial studies/Project Management/Business Administration

Experience

• 3-5 years’ in an administrative, coordination or project support role
• Experience working within a product, technology or operations team preferred
• Exposure to the online gaming, betting, or digital entertainment industry is an advantage
• Demonstrated experience supporting cross-functional teams and managing multiple stakeholders in a fast-paced environment

Skills

• Organising and Coordinating Resources
• Collecting Information (Sourcing, checking, documenting)
• Following Procedures
• Problem-Solving
• Assuring Quality
• Initiating Action
• Managing customer and stakeholder relationships
• Responding with urgency
• Communication skills – written and verbal
• IFS (Purchase requisitions)
• Professionalism and Image
• Clerical Administrative functions
• Project Coordination
• MS Office proficiency
• Data management