Office & Events Coordinator – Winelands at Investec

Description of the role 

• This role supports the effective day-to-day operation of the Winelands office through coordinated office management, administrative support, diary and travel management, and event coordination support. The role works closely with Brand Experience Managers, Marketing, Facilities, and senior stakeholders to enable the smooth execution of any internal and client-facing activities.
• The position is operational and coordination-focused and does not replace ownership held by Marketing or Brand Experience teams.

Responsibilities:

Office & Workplace Experience Coordination

• Support the smooth day-to-day functioning of the Winelands office in partnership with Facilities and Reception.
• Ensure a consistently professional office environment.
• Liaise with the Head of Facilities regarding compliance, maintenance, and operational matters (e.g. servicing, certificates, repairs).
• Monitor and manage parking allocations (internal and external), including payment processing.
• Act as Reception back-up as required.

Internal Events & Team Support

• Coordinate internal staff events end-to-end (e.g. braais, team functions, celebrations).
• Arrange team offsites and team lunches as required.
• Liaise with Brand Experience Managers to support approved internal activations.

Client & Marketing Event Support

• Support Marketing and Brand Experience teams in the coordination of Winelands-based client events.
• Assist with client list coordination for internal integration and marketing/eventing purposes.
• Provide event coordination support including: 
• Supplier and venue coordination
• Equipment, catering, and logistics
• Branding, collateral and client gifting (in collaboration with Marketing CTN)
• Run sheets, timelines, and on-the-day logistics support
• Assist with post-event administration, including invoicing and feedback collation.

Diary, Travel & Administrative Support

• Manage Outlook diaries for stipulated managers.
• Coordinate meetings, including room bookings, logistics, catering, and equipment.
• Monitor emails to ensure appropriate follow-ups, deadline reminders, and actions.
• Coordinate local and international travel arrangements (flights, accommodation, car hire, airport parking).
• Process expense claims and support corporate credit card administration.
• Prepare PowerPoint presentations and assist with ad-hoc administrative requests from stakeholders.

Office Logistics, Stock & Supplier Coordination

• Manage ordering and stock control of office supplies, stationery, branded materials, catering items, liquor, and event equipment.
• Conduct quarterly stock takes.
• Maintain inventories for: 
• Marketing and client gifting
• Golf day materials and banners
• Gift-wrapping and office event supplies
• Coordinate office and supplier invoicing (e.g. catering, laundry, florists, phone services, office events).
• Liaise with SMAC regarding office artwork loans, tracking, stock takes, repairs, and replacements.
• Support internal committees focused on office environment initiatives.

Qualifications, Experience and Skills

• Diploma or certificate in Office Administration, Business Administration, Operations Management or Secretarial Studies 
• Demonstrated ability to maintain strict confidentiality with a high level of integrity and professionalism.
• Poven experience in an office coordination, executive support, or events support role beneficial.
• Strong sense of ownership and accountability, with a proactive and results-oriented mindset.
• Highly organised and detail-oriented, with excellent planning, prioritisation and time management skills.
• Proven ability to manage multiple tasks simultaneously, meet deadlines, and deliver under pressure.
• Flexible, adaptable and resilient, with a positive “can-do” attitude and willingness to support where needed.
• Strong relationship-building capability, with a collaborative approach across all levels of the organisation.
• Effective communicator with strong verbal and written skills.
• Emotionally mature, with sound judgement and the ability to use initiative with minimal supervision.
• Reliable team player with a strong sense of responsibility and follow-through.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Able to adapt to change while maintaining high standards of quality and attention to detail.