Talent Acquisition and Office Administrator at GVW Group

Summary:

• The Talent Acquisition and Office Administrator supports the Human Resources department by assisting with the recruitment process and providing comprehensive travel and relocation support for employees as well as overseeing the daily operations and administrative functions of our office environment. This role involves working closely with the HR Operations Specialist and supporting the onboarding process along with serving as the critical point of contact for staff, vendors, and visitors to the workplace. In addition, the role will manage domestic travel arrangements and relocation for employees transferring from countries such as South Africa, Mexico, and Cost Rica to the United States and coordinate travel arrangements for employees renewing their visa or work status.  For the African based location, the TA Coordinator will also manage task such as ensuring a well-functioning, secure, and hospitable workplace along with probation meeting scheduling, booking meeting rooms, maintaining records, and filing key documents.

Office Management Responsibilities:

• Oversee procurement and inventory of general office supplies (including beverages, stationery, and cleaning products).
• Coordinate ordering and distribution of GVW-branded stationery and attire for onboarding purposes.
• Supervise office cleaning staff and maintain their schedules and task allocations.
• Administer distribution, return, and tracking of office access tags and physical keys.
• Maintain accurate records of key forms, tag allocations, and waiver agreements.
• Coordinate maintenance of office infrastructure, including air conditioning systems, kitchen equipment, office furniture, and the general premises.
• Liaise with building management and service providers to ensure uninterrupted functionality of office facilities.
• Designate and update contacts for emergency communication at the CDF site.
• Monitor and coordinate maintenance of the office’s alarm systems and the alarm security application.
• Download and compile door log reports for attendance monitoring.
• Maintain up-to-date registers for annual, sick, and family responsibility leave.
• Notify management of sick leave usage and track approvals.
• Ensure accurate synchronization of leave entries across Sage and employee timesheets.
• Archive all manual leave application forms in compliance with internal documentation standards.
• Procure office and IT equipment as needed.
• Assign asset numbers and maintain an accurate inventory of allocated assets.
• Update and manage the office parking allocation register.
• Assign parking spaces to new employees and handle related payroll deductions.
• Coordinate ordering and distribution of parking plates.
• Plan and coordinate employee functions, including social events, braais, and year-end celebrations.
• Secure venues, entertainment providers, and event services.
• Manage invitation distribution and dietary requirements for catering services.

Talent Acquisition and Recruitment Support:

• Assist with the closure of the recruitment cycle to include the filling closing of job requisitions with the appropriate candidate information.
• Arrange and coordinate travel for employees to include flights, hotels and ground transportation.
• Ensure compliance with corporate travel policies while managing travel expenses and reimbursements.
• Maintain travel itineraries and provide proactive support in case of travel situation of changes.
• Coordinate all travel arrangements for employee relocation to the United States including flights, hotel and initial transportation.
• Track sponsorship and visas in coordination with the legal and HR teams and ensuring compliance with U.S. immigration laws.
• Managing relocation expenses, including submitting and tracking reimbursement for employees.
• Provide employees with resources for temporary housing and assistance in acclimating to their new home state.

HR Admin Support South Africa:

• Schedule and coordinator probation review meeting when new employees start.
• Ensure hiring managers and employees are reminded of the probation period and set meeting reminders.
• Prepare and distribute onboarding welcome packets for new hires, including key information about company policies.
• File and maintain waiver forms and update and maintain register for keys, taxes and other onboarding materials.
• Support various HR functions and collaborate with HR teams on specials projects and assist general administrative tasks, including calendar management and coordination

Requirements

• Education: Bachelor's degree in Human Resources, Business Administration, or a related field or equivalent work experiences.
• Experience: 2-3 years of experience in talent acquisition, recruitment coordination, administrative, and HR support is preferred.

Skills:

• Strong communication skills: Excellent verbal and written communication to effectively interact with clients and staff.
• Professional demeanor: Presenting a positive and friendly attitude to create a welcoming atmosphere.
• Organizational skills: Ability to manage multiple tasks efficiently and prioritize work effectively.
• Attention to detail: Ensuring accuracy in handling administrative tasks and maintaining records.
• Multitasking ability: Handling multiple responsibilities simultaneously, including phone calls, visitor arrivals, and administrative tasks. 
• Strong organization skills with the ability to manage multiple priorities and deadlines with a high level of accuracy.
• Excellent communication skills, both verbally and in writing.
• Proficiency in Microsoft office Suite and familiarity with ATS software.
• Experience in managing travel and relocation logistics is a plus.
• Strong attention to detail and ability to handle sensitive information confidentiality
• Experience using Sage accounting or HR systems, or comparable ERP platforms.
• Familiarity with security and building management protocols.
• Prior experience with international travel coordination and event logistics.