Office And Travel Coordinator needed at Blueion Support Services

OFFICE AND TRAVEL COORDINATOR

• Office Coordinators perform a number of administrative support and customer service tasks to ensure efficient operation of their office environment.  

Minimum Requirements

• 3+ years’ experience in a similar role 
• A relevant undergraduate degree or studying towards – advantageous.
• Proficiency in Microsoft applications – (Intermediate to Advanced level).
• Proficiency in Excel sheets and PowerPoint presentations.
• Experience proofreading, editing, and formatting of documents.
• Experience in travel booking – hotel flights, cars, and restaurants.
• Experience in Visa booking – advantageous.
• Experience managing projects end to end.

 CORE RESPONSIBILITES

Executive assistance

• Follow office workflow procedures to ensure maximum efficiency
• Liasing with internal and external stakeholders
• Travel arrangements – hotels, flights , cars and restaurants ( local and international)
• Accurately prepare expense reports
• Provide assistance at social functions,
• See projects from start to finish, managing all aspects ensuring that the projects is flawlessly delivered
• Proactively communicating with various stakeholders

Office administration

• Purchase of office supplies, consumables and liaise with suppliers and IT for these.
• Sourcing of comparative quotes for any work to be done/equipment to be purchased.
• Supplier liaison for stationery, office consumables, courier etc.
• Ensure all office repairs and maintenance takes place timeously.
• Arranging for service/maintenance for aircon, UPS, fire extinguishers, alarms.
• Arranging for access control to the office park and the office.
• Sending out notices to all staff of office park issues.
• Arranging and having a list of the remotes and parking spaces.

Event coordination

• Organizing events and conferences.
• Assist with purchase of items required.
• Sourcing of quotes from suppliers.
• Setting up of functions.
• Arrange team building activities when necessary.
• Organize catering for meetings and / conferences.
• Prepare the boardrooms with beverages, note pads, pens etc.

General Administration

• Attending to calls on the reception line.
• Filing as required.
• Set up filing systems and maintain same.
• Online filing systems to replace / supplement the physical system.
• Courier of office mail / items – both for delivery and collections.
• Send flowers to staff in hospital and gifts for new babies born or adhoc.

REQUIREMENTS

• Working knowledge of office equipment (e.g. optical scanner)
• Excellent communication and interpersonal skills
• Organized with the ability to prioritize and multi-task
• Reliable with patience and professionalism
• Proven experience as office coordinator or in a similar role
• Comfortable in a fast-paced environment
• Comfortable working shifts, weekends, and public holidays when required.
• Must be able to build and sustain new relationships.
• Well-tempered and can communicate at all levels and respectfully.
• Great listening skills and MOM’s.
• Detailed orientated
• You must have a mature personality and be able to handle stress.