Office Coordinator

VF! Shopper Marketing Agency is a dynamic shopper marketing agency that shapes what consumers and shoppers do; helping our clients' brands win at the moment of choice. We are privileged to work with some of the world's best brands and have built a passionate, talented team that thrives on curiosity, collaboration, and delivering exceptional results.

We are fascinated by what makes people tick and what ultimately drives them to choose one brand over another. As we continue to grow, we are looking for an organised and proactive Office Coordinator to join our team in our Cape Town office, supporting the smooth day-to-day running of our operations.

We are looking for a highly organised and dependable professional who thrives on structure, coordination, and operational excellence. The ideal candidate is someone who takes pride in ensuring that everything in the office runs seamlessly - from facilities management and procurement administration to travel arrangements and internal events.

This role requires someone who is detail oriented, solution focused, and comfortable managing multiple responsibilities while maintaining a high level of accuracy and professionalism. The successful candidate will play a key role in creating an efficient, well organised, and welcoming working environment for our team and visitors.

The Office Coordinator is responsible for supporting the operational, administrative, and facilities management functions of the Cape Town office. This includes overseeing daily office operations, coordinating building maintenance, managing office supplies and equipment, supporting vendor and procurement administration, coordinating travel logistics, assisting with internal events, and providing administrative support to the CEO.

The role also involves managing office assets, issuing access control items and equipment, coordinating meeting logistics, and ensuring that the office environment remains functional, compliant, and aligned with company standards.

• Oversee the day to day operational management of the Cape Town office.
• Conduct daily office inspections and ensure proper opening and closing procedures are followed.
• Coordinate office maintenance by liaising with building management and external vendors.
• Ensure office facilities, equipment, and workspaces are maintained to company standards.
• Manage the issuing and reconciliation of access tags, keys, stationery, and office consumables.
• Maintain accurate records of office assets, furniture, and equipment registers.
• Support procurement processes by sourcing quotes and assisting with vendor documentation.
• Generate purchase orders and coordinate payments in line with internal financial protocols.
• Act as the primary point of contact for vendors and external service providers.
• Support budget tracking and reconciliation for consumables and operational purchases.
• Ensure accurate submission of credit card slips and reconciliation documentation to Finance.
• Coordinate domestic travel arrangements including flights, accommodation, car hire, and itineraries.
• Schedule company vehicle servicing and maintenance as required.
• Assist in the planning and coordination of internal events, staff engagement initiatives, and company functions.
• Coordinate venues, catering, and logistics for meetings, conferences, and team activities.
• Provide administrative and scheduling support to the CEO and leadership team when required.
• Ensure compliance with internal health, safety, and environmental policies and report any risks or incidents.
• Identify opportunities to improve office processes and contribute to a well organised and collaborative workplace environment.

• Matric with an Office Administration or Office Management qualification
• 2-3 years' experience in office coordination, facilities administration, or operational support
• Experience with vendor coordination, purchase orders, or procurement processes (advantageous)
• Experience liaising with building management or coordinating office maintenance (advantageous)
• Certificate or Diploma in Office Administration, Business Administration, Facilities Management, or related field (advantageous)
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Experience managing shared drives and digital filing systems
• Ability to work with spreadsheets and perform reconciliation
• Familiarity with access control systems (biometrics, tags, keys) is advantageous