Our Client, a leader in the Financial Services Industry (investments in the retirement space), is seeking to employ an Office Coordinator to their team based in Bellville Cape Town.

Requirements:

• Matric.
• 2 Years Administration experience.

Responsibilities, but not limited to:

Facilities Management

• Manage and approve office purchases for all offices (stationary, client refreshments, groceries).
• Coordinate parking arrangements where applicable.
• Furniture (purchases, repairs & disposal).
• Telephones (setup and maintenance).
• Coordinate office moves (within offices and between locations).
• Lead and oversee office renovation and improvement projects.
• Manage electricity top-ups where required.
• Administer access control (onboarding/removal of staff and monthly reconciliations).
• Act as intermediary between staff and IT support when issues arise.
• Distribute building management communications to all staff.
• Initial Office setup & Maintenance (printers, binders, shredders, water coolers).
• Maintain storerooms in an organised and tidy condition.
• Ensure coffee machines are maintained and fully operational.

General and Office Administration

• Coordinate courier arrangements as required.
• Manage cleaning staff and ensure adherence to schedules and cleanliness standards.
• Oversee provider contracts and manage advisor code applications and terminations.
• Facilitate the setup of seed data feeds for advisors.
• Distribute internal communications (e.g. updated forms from product providers).
• Compile, implement, and maintain internal policies and procedures (e.g. onboarding, purchasing processes).
• Download and save Seed statements monthly.

Events

• Source and secure venues for events (client functions, strategic sessions, year-end functions, etc.)
• Design and distribute event invitations.
• Coordinate catering, entertainment/speakers, furniture hire, décor, and gifts.
• Manage attendance tracking for client events.
• Organise internal social events and liaise with regional offices regarding budgets.
• Arrange travel logistics for staff (flights, accommodation, car rentals, etc.).

Employee Onboarding and Exits

• Procure required hardware (laptops, screens, keyboards, telephones, etc.)
• Coordinate device setup, including required licences and configurations.
• Arrange access to all necessary systems and platforms (e.g. Zoho, CCM).
• Set up and maintain professional email signatures.
• Maintain accurate employee records on CRM during onboarding.
• Notify Compliance Officer of new employees for FIC screening.
• Conduct new employee inductions (introductions to staff, office orientation, welcome communication).
• Arrange professional profile photos for website and internal use.

Marketing and Design

• Procure business cards, company folders and other promotional items.
• Create and maintain advisor Introduction Letters.

Reception

• Answer and direct incoming calls in a professional and efficient manner.
• Take accurate messages and ensure timely communication to relevant staff.
• Welcome and assist clients and visitors, ensuring a positive first impression.
• Notify advisors and assistants promptly of clients waiting at reception.
• Coordinate refreshments for meetings by liaising with support staff (e.g. tea and coffee requests).
• Maintain a tidy, organised, and presentable reception area at all times.

Please note that should you not receive a response within 2 weeks of applying, you may consider your application unsuccessful.