Job title : Regional Coordinator - Pietermaritzburg Regional Office Job Location : KwaZulu-Natal, Pietermaritzburg Deadline : December 20, 2024 Quick Recommended Links Jobs by Location Job by industries KEY RESPONSIBILITIES: Assist the Manger: Facilities Management with the proper effective and efficient office coordination and administration, including the undertaking and overseeing the relevant administrative authorization.
Acts as a first point of contact person on all office administration and general information.
Coordinates collection and delivery of office backup storage hard drives.
Develop and compile a database of contacts and updates regularly to ensure current information.
Coordinate approval and relevant authorisation processes and tasks for other business units and sections.
Coordinate maintenance of the office infrastructure and condition.
In consultation with the Manager/s, draft correspondence/documents on behalf of the Region Office.
Provide secretarial support for committees and forums chaired by the Manager and/or other relevant line management.
Coordinate parcels for courier and mail services including preparing, booking and tracking of parcels.
Carry out specific projects and research as requested by the Manager and/or other relevant line management.
Assist with contract administration and project administration, fleet vehicles in the regional office.
Coordination of meetings with internal and external stakeholders.
Coordinate the presentation and marketing of relevant CGS materials, services and products to walk-in clients.
Maintain an efficient and effective correspondence and document management system.
In consultation with the manager, disseminate information and/or documents as when required.
Handle confidential and sensitive documentation.
Proper record up-keep and administering of S&T claims, requisitions, submissions, collation of signatures, etc.
Supervise the reception area, monitor and manage the use of boardrooms and conference.
Act as travel coordinator and liaise with the contracted travel agency.
Ensure adherence to travel policy requirements in terms of class of travel and types of accommodation.
File all signed travel requisitions with invoices from travel agency.
Rendering of effective administration and coordination of the map sales by: Coordinating and prepare digital data.
Preparing shipment of publications and maps.
Updating the map database and liaise with relevant Business Unit on availability of digital data.
Maintaing an inventory list of all publications and maps available.
Handling all customer service issues.
KEY PERSONAL ATTRIBUTES Customer orientation Communication skills (oral and written) Teamwork and collaboration Problem solving Report writing skills Sense of urgency Work under pressure Knowledge and Experience Fully computer literate with an advanced level MS Office 3 to 5 years working experience in Office Administration/Secretarial duties Experience and understanding of general administration and office support practices Knowledge of basic financial management administration operating systems Solid knowledge and understanding supply chain management administrative knowledge Knowledge of basic team supervision Knowledge and understanding of the PABX/Voice system Ability to capture data, operate computer and collate facilities information Ability to interpret relevant directives and compile management reports Ability to exercise discretion in dealing with confidential or sensitive matters Confident and able to work on own initiative and with limited supervision Strong organisational and planning skills with ability to prioritise EDUCATIONAL QUALIFICATIONS: Grade 12 and; Office Administration National Diploma (NQF Level 6) in office administration or equivalent.
Administrative / Management jobs