Front Office Administrative Coordinator

Job Summary:

The Administrative Coordinator is responsible for managing front-office operations, assisting internal sales, supporting various departments, and ensuring efficient office administration. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently.

Key Responsibilities:

1. Administration & Reception:

• Manage the switchboard, direct incoming calls to appropriate departments.
• Open and maintain Franchise Office files.
• Record and distribute minutes of team meetings.
• Manage the general company email inbox and distribute inquiries accordingly.
• Handle warranty registrations on designated platforms and assist customers as needed.

2. Internal Sales Support:

• Assist the Internal Sales Department when required.
• Organize, monitor, and oversee daily stock counts.

3. OEM Support:

• Ensure proper storage of filing older than 90 days.
• Prepare and file franchise reports for the Technical Department.
• Assist the OEM department as necessary.

4. Marketing Support:

• Acquire and manage stock levels of marketing materials held in marketing cupboards.
• Maintain accurate records of marketing inventory and provide weekly updated reports to relevant manager.
• Assist with internal documentation designs.
• Support the compilation of marketing materials for events and tasks.

5. Finance Support:

• Assist in filing financial documentation.
• Provide basic debt collection support.
• Assist with credit applications.
• Update debtor payments as needed.

6. Legal & HR Support:

• Collect required documentation from franchises.
• Create and maintain files as necessary.
• Manage employee attendance registers.
• Track employee birthdays and maintain records.

7. Procurement & Logistics:

• Gather necessary documentation from various departments for Exco reports.

8. General Office Administration:

• Order, monitor, and manage office groceries and stationery.
• Organize travel arrangements for directors and departments per company policies.
• Oversee office equipment maintenance (phones, printers, Wi-Fi, etc.).
• Manage boardroom scheduling and preparation.
• Plan and coordinate company functions as required.
• Handle miscellaneous administrative tasks as assigned.

Required Skills & Competencies:

• Excellent organizational and multitasking skills.
• Strong communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to work independently and collaboratively within a team.
• Attention to detail and accuracy in document management.
• Customer service-oriented approach.

Preferred Requirements:

• Preferably a female candidate.
• Fluent in Afrikaans and English (verbal and written).
• Prior experience in administrative, sales, or customer support roles.
• Familiarity with CRM systems and database management.
• Experience coordinating travel arrangements and event planning.
• Knowledge of basic financial processes such as debt collection and invoicing.
• A valid driver's license and access to a reliable vehicle (mandatory).

This role is critical in ensuring smooth day-to-day office operations and supporting various business functions to enhance overall efficiency and productivity.

Job Type: Full-time

Pay: R15 000,00 - R20 000,00 per month

Language:

• Afrikaans and English fluently (Required)

License/Certification:

• Car license (Preferred)

Work Location: In person