Office Coordinator/ Administrator

The Intelligent Debt Management (IDM) Group, South Africa’s largest and multi-award winning debt management company, has a position available for an Office Coordinator/ Administrator.

We are seeking an organized, detail-oriented Office Coordinator to join our team. The Coordinator will play a crucial role in ensuring the smooth and efficient operation of our office. This role requires strong organizational skills, excellent communication, friendly and welcoming demeanor and the ability to multitask effectively. The ideal candidate will be a proactive problem-solver who can work independently and collaborate with colleagues to support the daily operations of the office.

Requirements

Candidates must be able to demonstrate:

• 3 years office administration experience
• Proven experience in office coordination or a similar administrative role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Attention to detail and problem-solving skills.
• Ability to work independently and as part of a team.
• Knowledge of office equipment and basic maintenance.
• Familiarity with office software and equipment.
• Discretion and ability to handle sensitive information.
• Flexibility to adapt to changing priorities and responsibilities.
• A positive and engaging attitude in dealing with people.

Key responsibilities will include:

Front Desk Management:

• Greet and assist visitors, clients, and employees in a professional and friendly manner.
• Manage incoming and outgoing mail, packages, and deliveries.
• Provide coffee, water and refreshments to guests

Administrative Support:

• Provide administrative support to various departments and executives as needed.
• Schedule meetings, appointments, and conference rooms.
• Prepare and distribute documents, reports, and correspondence as required.

Office Supplies and Inventory:

• Monitor and replenish office supplies, ensuring that necessary items are in stock.
• Maintain inventory records and place orders when supplies run low.

Facilities Management:

• Oversee office maintenance, including managing vendor relationships for repairs and maintenance.
• Ensure a clean and organized office environment, including arranging for cleaning services.

Event Coordination:

• Assist in planning and organizing company events, meetings, and conferences.
• Coordinate catering, equipment setup, and logistical arrangements for events.

Data Entry and Record Keeping:

• Maintain and update office databases, records, and filing systems.
• Ensure confidentiality and security of sensitive information.

Health and Safety Compliance:

• Ensure compliance with health and safety regulations and guidelines.
• Implement safety protocols and procedures within the office.

Team Collaboration:

• Collaborate with colleagues and departments to facilitate effective communication and teamwork.
• Provide support and assistance as needed to maintain a positive working environment.

Special Projects:

• Participate in and assist with special projects as assigned by management.