At GTEC Training, part of United Living Group, we specialise in delivering high-quality, sector-specific training programs.
Are you passionate about your organizational skills making a meaningful impact within a close knit team that makes a difference?
Job Overview:
The Office Coordinator is responsible for ensuring the smooth operation of the office by performing administrative and organizational tasks. This role involves supporting office management activities, maintaining office supplies, managing schedules, and assisting with communication within the office. The ideal candidate is a proactive, organized, and communicative professional who is comfortable handling multiple tasks and interacting with employees and clients.
Key Responsibilities:
* Office Operations & Administration:
* Coordinate day-to-day office activities and ensure the office is organized and maintained.
* Answer and direct phone calls, take messages, and handle general inquiries.
* Manage office correspondence including emails, postal mail, and deliveries.
* Order and maintain office supplies, inventory, and equipment.
* Ensure office equipment is functioning correctly, including liaising with external vendors for repairs and maintenance.
* Scheduling & Calendar Management:
* Manage appointments, meetings, and schedules for office staff.
* Organize meetings, conferences, and events, including preparation of meeting rooms, scheduling, and any required catering.
* Keep track of important dates, deadlines, and company events.
* Documentation & Record Keeping:
* Organize and maintain filing systems, both physical and digital.
* Ensure proper documentation and archiving of company records, contracts, and sensitive information.
* Handle confidential and sensitive materials with discretion.
* Communication & Coordination:
* Serve as a point of contact between staff and visitors, ensuring a welcoming environment.
* Liaise with external vendors, suppliers, and service providers as needed.
* Assist with onboarding new employees, providing them with necessary office resources and information.
* Coordinate and facilitate internal communication between different teams.
* Support to Staff and Management:
* Assist in preparing reports, presentations, and other documents as requested by management.
* Provide general administrative support to different departments.
* Monitor office expenses and assist with budgeting as required.
* Event Coordination (if applicable):
* Organize office events, meetings, and social gatherings.
* Assist with company-wide initiatives and support team-building activities.
Requirements:
* High school diploma or equivalent; additional certification or degree in office administration or a related field is a plus.
* Proven experience in office administration or coordination roles.
* Strong organizational and multitasking skills.
* Excellent written and verbal communication skills.
* Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
* Ability to work independently and take initiative.
* Strong attention to detail and problem-solving abilities.
* Professional demeanor and ability to maintain confidentiality.
* Ability to work in a fast-paced environment and manage multiple priorities.
Desirable Attributes:
* Friendly, approachable, and able to interact well with diverse individuals.
* Highly organized with the ability to adapt to changing needs and priorities.
* Previous experience in a customer-facing role is a plus.