Office Coordinator

What the role is accountable for

The Office Administrator and Travel Co-ordinator is responsible for the efficient coordination of day-to-day office administration and providing effective management of employee end-to-end business travel support - responsible for coordinating domestic and international travel arrangements, maintaining accurate travel and administrative records, supporting office operations, managing suppliers and service providers, and ensuring that travel and office-related activities are completed in accordance with organisational policies, budgets and approval requirements.

Role reporting

Role will be reporting into Manager

A typical day may include (ideally no more than 10 – 12 characteristics)

A. Travel Administration and Coordination

• Coordinate end-to-end domestic and international business travel arrangements for employees.
• Arrange flights, accommodation, car hire, airport transfers and other approved travel requirements.
• Obtain quotations and identify appropriate travel options in line with business requirements and travel policies.
• Ensure the necessary travel approvals are obtained before bookings are confirmed.
• Prepare and communicate travel itineraries and booking confirmations to travellers.
• Coordinate changes, cancellations and amendments to travel bookings.
• Liaise with travel management companies, airlines, accommodation providers and other travel-related service providers.
• Assist travellers with travel documentation requirements, including visa administration and supporting documentation where applicable.
• Maintain accurate travel records, booking information and supporting documentation.
• Monitor travel expenditure and support reconciliation of travel-related invoices, statements and expenses.
• Assist with resolving travel-related queries, booking discrepancies and supplier issues.
• Support the administration of group travel, conferences and business events where required.
• Maintain confidentiality when handling employee and travel-related information.
• Promote compliance with the organisation's travel policies, approval processes and cost-control measures.

B. Office Administration

• Coordinate the day-to-day administrative requirements of the office.
• Maintain organised electronic and physical filing and record-keeping systems.
• Manage office supplies, consumables and stationery, including monitoring stock levels and coordinating replenishment.
• Manage relationships with relevant office suppliers and vendors.
• Support the processing and administration of supplier invoices and purchase documentation.
• Maintain relevant administrative registers, trackers and documentation.
• Support general correspondence, document preparation, data capturing and administrative reporting.
• Assist with meeting, workshop and event logistics as required.
• Coordinate courier, delivery and other office-related services.
• Ensure communal and administrative areas are appropriately maintained and operational.

C. Supplier and Cost Administration

• Request and compare quotations from travel and office service providers.
• Ensure expenditure is supported by the appropriate approvals and documentation.
• Maintain accurate supplier and expenditure records.
• Assist with invoice verification and resolution of discrepancies.
• Follow up with relevant stakeholders regarding outstanding invoices, documentation and approvals.
• Support cost-conscious purchasing and travel decisions while maintaining appropriate service standards.

D. Stakeholder Support

• Provide professional administrative support to employees and management.
• Respond promptly to travel and office administration queries.
• Build effective working relationships with internal stakeholders, suppliers and service providers.
• Coordinate across Finance, Procurement, and other functions where necessary.
• Provide clear communication regarding booking arrangements, administrative requirements and changes.
• Escalate significant travel, supplier or office issues to the appropriate stakeholder.

E. Governance, Records and Compliance

• Ensure travel bookings and office expenditure comply with applicable organisational policies and approval requirements.
• Maintain accurate and complete documentation for audit and record-keeping purposes.
• Protect confidential employee, supplier and organisational information.
• Support internal audit or compliance requirements by providing relevant administrative documentation.
• Identify administrative process gaps and recommend improvements.
• Maintain structured records to enable accurate reporting and effective retrieval of information.

4. Key Deliverables / Measures of Success

Performance could be measured against:

• Accuracy and timeliness of travel bookings.
• Compliance with travel policies and approval requirements.
• Accuracy of travel and administrative records.
• Effective resolution of traveller queries and booking issues.
• Timely processing and reconciliation of travel and office-related documentation.
• Availability of office supplies and essential services.
• Effective supplier and service-provider coordination.
• Cost awareness and avoidance of unnecessary travel or administrative expenditure.
• Stakeholder satisfaction.
• Accuracy and completeness of documentation for audit purposes.

Qualifications we look for

Essential Qualifications:

• Matric

Preferred Qualifications:

• Relevant certificate or diploma in Office Administration, Business Administration
• Travel and Tourism, Hospitality or a related field would be advantageous.

Experience we look for

Function related experience:

• 2 - 4 years’ experience in office administration, travel administration, executive support or a related administrative role.
• Experience coordinating domestic and/or international business travel.
• Experience dealing with suppliers, invoices, quotations and administrative records.
• Experience working with travel agencies or travel management service providers.

Other experience:

Outstanding communication and interpersonal abilities

Excellent organizational and leadership skills

Familiarity with office management procedures and basic accounting principles

Excellent knowledge of MS Office and office management software (ERP etc.)

Systems

• Travel booking and management systems
• MS Office suite
• Experience in utilisation of CRM and ERP type systems would be advantageous

How the role raises the bar