Office Coordinator at The Aurum Institute

Description

To manage and coordinate all administrative functions and staff-related activities within the Division as well as establish and maintain appropriate recording and reporting systems within the Division.  Support the Divisional Managing Director with the coordination of administrative functions, travel, communications and planning.

Technical Work Responsibilities

• Coordinate and execute office administration
• Coordinate the planning of meetings and events
• Coordinate local and international travel, visas and accommodation and, occasionally, travelling with the Manager to take notes or dictation at Meetings or to provide general assistance during Presentations
• Manages Manager's Appointment Schedule by planning and scheduling Meetings, Conferences, Teleconferences, and Travel
• Coordinate financial and procurement activities, and related tasks
• Analyse data and assist finance team with reconciliations
• Coordinate visitors programmes
• Liaise with external and internal stakeholders
• Researching, routing Correspondence; drafting Letters and Documents; collecting and analysing Information; initiating Telecommunications
• Maintain databases and filing
• Handling queries and requests appropriately
• Supervision of subordinates

Requirements

Education

• Grade 12
• Appropriate Post Matric Qualification
• Relevant Degree/Advanced Diploma in Business Administration 

Experience

• 2 years’ experience in a Senior Administrator/Coordinator position
• 3-5 years Secretarial/Personal Assistant experience
• 5 years’ administration experience
• 2 years’ experience in managing people and/or projects

Requirements

• Valid Driver’s Licence
• Own Vehicle
• Advanced computer and software skills including electronic mail, record keeping, routine database activity, Word, EXCEL, PowerPoint, SharePoint, etc.
• Minimal overnight travel (up to 10%) by land and/or air
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals
• Ability to write routine reports and correspondence
• Ability to speak effectively before groups of external stakeholders or employees
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form
• Ability to deal with problems involving several concrete variables in standardized situations