Growth VIstsa Consulting – Office Coordinator | Pretoria
Job Summary:
As the Office Coordinator
& Administrative Support Specialist, your role
is integral to the smooth functioning of the accounting firm, ensuring the
seamless operation of our workspace, offering vital administrative support to
the team, and spearheading initiatives to improve our services, streamline
processes, and optimize systems. Reporting to the
Accounting Manager or Partner, you will play a key role in coordinating office
activities, managing administrative tasks, and facilitating effective
communication both internally and externally to
deliver exceptional customer experiences and successful project outcomes. This position requires exceptional organizational skills, attention to
detail, and the ability to thrive in a fast-paced environment.
Key Responsibilities:
Office Administrative Support
Handle incoming calls, emails, and correspondence,
- directing them to the appropriate staff members.
Coordinate meetings, appointments, office events,
training sessions and travel arrangements for team members, ensuring efficient
- scheduling.
Facilitate interdepartmental communication and
collaboration by relaying messages, distributing information, and coordinating
- activities.
Manage office supply inventory, ordering supplies as
- needed, and ensuring cost-effective solutions.
Assist in the preparation of reports, presentations,
- and other documents as needed.
Maintain office files, records, and databases,
- ensuring accuracy and organization.
- Ensure office cleanliness and tidiness, including organizing common areas and meeting rooms.
Project Coordination & Client Service support
Populate firm project plans and facilitate daily
- reporting meetings with team members.
Identify areas of productivity slacking internally and
- externally for follow-up and escalation.
Log daily issues and flag for training, client
- support, or performance management.
Calendar booking for client engagements and team
- member performance reviews.
Respond sensitively to clients’ needs, maintaining
- professionalism and approachability.
Meet deadlines for deliverables and client review
- projects, preparing improvement reports.
Facilitate client onboarding training and coordinate
- client request for information and reporting engagements.
Facilitate client feedback
- surveys to optimize efficiency and client satisfaction.
- Handle online filing of documents from clients.
Administrative Support
Assist with basic accounting tasks such as expense
- tracking, invoicing, and purchase orders.
Support human resources activities, including
onboarding new employees, maintaining employee records, and organizing training
- sessions.
Perform general administrative tasks such as filing,
- scanning, and data entry as needed.
Culture and Behaviour
Demonstrate commitment to
- firm values and culture.
Actively participate in firm
- marketing initiatives to promote services and attract new clients.
Skills and Attributes Required:
Excellent written and verbal communication skills for
- effective correspondence and project coordination.
Superior organizational abilities with meticulous
- attention to detail and commitment to deadlines.
Flexibility and adaptability, adept at managing tasks
- and clients seamlessly.
Proven track record in managing high-volume,
- fast-paced environments, prioritizing effectively.
Self-motivated and capable of independent work,
- fostering collaborative relationships.
Strong interpersonal skills for rapport building with
- clients and colleagues.
Analytical mindset with problem-solving abilities and
- attention to detail.
- Strategic thinking for customer-centric support.
Commitment to professional development and continuous
- learning.
- Integrity, professionalism, and ethical conduct.
Proficiency in basic accounting principles and office
- management systems.
Qualifications and Experience:
- Completed Matric/Grade 12/Relevant NQF 4 qualifications.
Tertiary qualification in Office
- administration or Office Management and/or Basic Bookkeeping.
3+ years Office Co-Ordination and Project Support
- role experience in a similar role.
Excellent written and
- verbal communication skills.
Demonstrated expertise in project management,
complementing administrative roles with efficient project coordination and
- execution.
Intermediate
to advanced proficiency in Microsoft applications and accounting software,
- facilitating streamlined operations.
Familiarity
with office equipment such as optical scanners, coupled with a tech-savvy
- mindset to embrace new software applications.