Office Coordinator (General Assurance)

The Office Coordinator plays a vital role in maintaining the smooth operation of the division by providing administrative support to ensure efficient day-to-day operations.

Administrative Support

• Business unit diary management
• Perform general administrative duties, including photocopying, scanning, mailing, and filing
• Assist in the preparation of reports, presentations, and other documents
• Centralised travel desk management, including booking of flights, car hire and accommodation
• Events and functions management
• Assist directors with expense claims
• Reporting for BU
• Archiving

Scheduling and Coordination

• Scheduling and preparations / coordination of meetings, conferences, events, and training
• Manage diaries for Directors
• Schedule/Assist and coordinate meetings, appointments, and travel arrangements
• Call screening, conference call preparations & Teams Meeting scheduling
• H&S rep reporting
• Regional PO management (processing, follow up, etc)
• Project communication to regions GOA

Data Entry and Record Keeping

• Knowledge management/BI representative for BU
• Enter data accurately into databases and maintain updated records
• PO creation and follow up with Finance team
• Keep track of department expenses and reimbursements

Support for Staff

• Facilitate travel desk requirements
• Assist colleagues with tasks as needed
• Collaborate with team members to ensure efficient workflow
• Provide support during special projects and events
• Tracking LearnConnect completion progress and submitting reports to L&D
• Office Equipment, Maintenance sourcing and management of stock and items
• Reporting on various items to GOA Forum
• Assist with Risk management requirements and adherence
• Facilitate tender requirements with centralized tender function

Technology Proficiency

• Utilize office software such as word processing, spreadsheets, and presentation tools
• Troubleshoot basic technical issues and coordinate with IT support when necessary
• Formatting presentations for Director and staff

• Office Administration Diploma
• Proficient in Excel and PowerPoint
• 3 - 5 years' work experience
• Proven experience as an office assistant/personal assistant or in a relevant administrative role
• Strong organizational and multitasking abilities
• Excellent verbal and written communication skills
• Proficient in Microsoft Office Suite and other relevant software
• Attention to detail and problem-solving skills
• Ability to work independently and collaboratively in a team