Business Support Coordinator
Cape Town, Western Cape
A well-established organisation is seeking an experienced Business Support Coordinator to oversee the day-to-day operations of its Cape Town office. This role is responsible for ensuring the office environment is safe, efficient, professional, and well maintained, while providing exceptional facilities coordination, front-of-house support, vendor management, and business administration.
This is a hands-on role suited to an organised, proactive professional who takes ownership, has excellent attention to detail, and enjoys working in a dynamic corporate environment.
Key ResponsibilitiesOffice & Facilities Management
Take ownership of the daily coordination of office facilities, ensuring the office remains safe, functional, and well presented.
Coordinate and monitor all maintenance and facilities-related issues through to successful resolution.
Manage relationships with landlords, building management, cleaning contractors, security providers, and maintenance suppliers.
Monitor supplier performance and ensure agreed service levels are consistently achieved.
Conduct regular inspections of reception, meeting rooms, kitchens, and communal areas.
Maintain facilities records, supplier information, service logs, and access documentation.
Identify recurring maintenance issues and implement preventative solutions.
Escalate urgent or unresolved matters where necessary.
Reception & Front-of-House
Deliver a professional and welcoming reception experience for visitors and guests.
Manage visitor access in accordance with company security and health & safety procedures.
Operate the office telephone system and manage incoming calls and enquiries.
Coordinate meeting room bookings and ensure rooms are prepared for meetings.
Manage incoming and outgoing mail, couriers, and deliveries.
Maintain a professional reception and front office environment.
Business Support & Administration
Provide administrative support to the Business Support team and wider business.
Coordinate employee onboarding, including workstation setup, office access, and orientation.
Maintain electronic and physical filing systems.
Coordinate internal meetings, events, and catering arrangements.
Handle confidential information with professionalism and discretion.
Ensure compliance with business support policies and procedures.
Financial, Fleet & Vendor Administration
Support Procure-to-Pay (P2P) processes, including purchase requests, invoice tracking, and supplier administration.
Manage authorised company credit card reconciliations accurately and on time.
Coordinate company fleet administration, including vehicle servicing, licensing, leasing, and traffic fine management.
Assist with office budget tracking and expenditure monitoring.
Coordinate office insurance claims and maintain supplier contracts and documentation.
Health, Safety & Compliance
Support the maintenance of a safe and compliant office environment.
Assist with office safety inspections, emergency procedures, evacuation plans, and fire drills.
Act as a front-of-house contact during emergency situations.
Escalate incidents, hazards, and compliance concerns in accordance with company procedures.
Support office-level incident and crisis response activities.
Requirements and QualificationsDiploma or Certificate in Facilities Management, Health & Safety, Business Administration, Financial Administration, or a related field.
5–10 years' experience in an Office Coordinator, Facilities Coordinator, Office Manager, Business Support Coordinator, or similar corporate role.
Proven experience managing office facilities, maintenance coordination, and vendor relationships.
Experience supporting financial administration, including P2P processes, invoice management, and credit card reconciliations.
Proficient in Microsoft Office 365 (Outlook, Excel, Word, and PowerPoint).
Valid driver's licence and own reliable vehicle.
Skills & CompetenciesStrong organisational and planning skills.
Excellent attention to detail and ability to manage multiple priorities.
Strong stakeholder and supplier management skills.
Professional, proactive, and solutions-driven approach.
Excellent verbal and written communication skills.
High levels of integrity, accountability, and discretion.
Strong systems aptitude with the ability to quickly learn new office technologies and administration systems.
Please note: Only shortlisted candidates will be contacted.
