Office Coordinator Job at Sheer Logics

Office Coordinator Job Key Responsibilities

Effective and proactive office management

• Ensuring that all correspondence (both incoming and outgoing) are disseminated and processed effectively;
• Ensuring that In charge of effective dissemination of information and notices within the department and to other departmental heads;
• Handling incoming telephone calls/faxes and confidential matters;
• Liaison between Department and internal clients;
• Ordering of stationery for the department; and
• Supervision of office general outlook e.g. cleanliness, orderliness.

Handle visa, work permit requirements, benefits and Leave travel for expatriate staff

• Ensures that the required documentation is prepared in a timely manner and submitted to the immigration authorities and follow up to ensure that the visas/work permits are issued;
• Maintains optimal relationships with the relevant Government officials to help ensure that applications are approved;
• Ensure payments as per Expat benefit is effected in a timely manner e.g. school fees, rent, vacation tickets; and
• Ensure documentation for home travel is prepared and all necessary trackers are updated.

Document and Vendor payments preparation and follow up

• Processing of business travel applications and follow up for validation of same;
• Document and distribute minutes from meeting and follow up on action points from responsible parties;
• Present documents for CEO’s sign off as presented by respective parties within the company
• Enter payments to the system and follow up approvers and process until payment is made

Manage the CEO’s diary of appointments and meetings

• Handling and screening visitors;
• Book meetings appropriately and in agreement with the CEO;
• Usher in guests as per the CEO’s scheduled diary;
• Prepare accordingly for each meeting for the CEO by ensuring availability of accommodations and refreshments if required;
• Receive on behalf of CEO and disclose all gifts as received from vendors and external parties as per the code of conduct; and
• Ensure proper documentation for EC leave as requested and approved that their HR leave records are duly updated.

Company Events coordinator

• Follow up and brief CEO on scheduled events and projects as directed; and
• Sit in the events CFT committee to ensure all events meet minimum company standards.

Qualifications for the Office Coordinator Job

• Must have 3-5 years’ experience in a busy environment and in a similar position;
• Well versed in MS Computer packages i.e. Word/ Excel/ PowerPoint; and
• Minimum of Bachelors degree in any field.

Office Coordinator Job Skills Required

• High Degree of Integrity
• Capable of working under minimum supervision
• Hardworking, resilient and pro active
• Excellent communication – both written and spoken
• Excellent interpersonal skills
• Mature – able to engage Senior Management and VIP guests
• Good organizational skills.
• Willing to learn
• Good multi-tasking skills