Job Description

Urgent opportunity with this long-established NGO with other international offices, making a real change providing poverty alleviation through Education via their various projects / events.
It is key for success in this environment / role that you take accountability and have the experience and ability of working independently. Hence, you would have held a similar standalone role providing office management, strong administrative and operational support to a demanding office. You would need also to be naturally the type that goes the extra mile, able and prepared to at times work after hours e.g., weekend events.
Overview - Responsible for ensuring the efficient day-to-day functioning of this NGO's office. Reporting to the Chief Operating Officer (COO), the role provides administrative, coordination, and operational support across the organisation while maintaining clear boundaries from the technical implementation of projects. The Office Coordinator plays a key role in supporting staff, executives, systems, events, and office infrastructure, fostering a collaborative and professional working environment.
Key Responsibilities -
Office Administration & Coordination

• Ensure smooth day-to-day office operations in line with organisational structures and policies, under the supervision of the COO
• Develop and maintain positive, professional working relationships with the team and Executive
• Handle confidential information and documentation with discretion, accuracy, and integrity
• Maintain an organised, efficient, and well-functioning office environment
• Manage office layout and coordinate office relocations when required
• Book and manage meeting rooms, training venues, and related logistics

Data Management & Systems Support

• Maintain and manage the database, ensuring data accuracy and confidentiality
• Assist with data management for newsletters, events, and organisational communications
• Demonstrate proficiency in Microsoft suite (Outlook, Team, Word, Excel, PowerPoint) and Mailchimp for data handling and communications support

Central Management & Team Support

• Provide administrative and coordination support to the Central Management Team when required
• Coordinate internal meetings for their project management team, including scheduling, communication, and logistics
• Support the onboarding of new staff, including administrative processes and orientation coordination

IT & Service Provider Liaison

• Act as the primary liaison with the external IT service provider
• Coordinate IT setup for new staff and provide basic system orientation and support as required

Event & Travel Coordination

• Support event management across the NGO and its projects, both internally and externally
• Manage event invitations, RSVPs, and related logistics
• Coordinate itineraries and logistics for visiting individuals or groups

Asset & Fleet Management

• Manage the organisations vehicle fleet, including bookings, records, and coordination with relevant service providers

Professional Conduct & Work Ethic

• Demonstrate a collaborative, team-oriented, and enthusiastic work ethic
• Contribute to a positive, supportive, and non-threatening feedback culture
• Remain adaptable, proactive, and willing to multitask in response to evolving organisational needs

Additional Responsibilities
Due to the dynamic nature of the organisation, the Office Coordinator must be flexible and willing to take on additional responsibilities as required to support business continuity and organisational effectiveness.
Qualities described above, as well as -

• Strong organisational, planning and time-management skills with the ability to prioritise effectively
• Good verbal and written communication skills
• High level of attention to detail and accuracy
• Good problem-solving skills and the ability to work proactively and independently
• Strong interpersonal skills with the ability to build positive working relationships across teams.

Only if you meet the requirements, and are unable to submit your updated CV via this portal, you can email - bernadette@bmrecruit.co.za

Skills Required