Office Coordinator

To order and monitor office supplies and answer and direct incoming telephone calls to appropriate departments, a public-sector entity in Mahikeng, North West is seeking an Office Coordinator.

Good humour and professionalism sit side by side here. Skills development and on-the-job learning are a genuine part of the role. You will have the tools, systems, and backing needed to do the job properly. Get in touch with your application and start the conversation.

Accuracy and adherence to governance processes are central to the position.

Office & Administrative Support

• Manage the procurement of office supplies, stationery, and consumables by monitoring stock levels, obtaining competitive quotations from approved suppliers, placing purchase orders, and reconciling supplier invoices against delivery notes before payment.
• Type, format, proofread, and distribute correspondence including letters, memos, reports, and presentations using Microsoft Office, ensuring professional presentation, correct formatting, and grammatical accuracy in all outgoing documentation and communications.
• Provide comprehensive administrative support to management by scheduling meetings and appointments, preparing agendas and meeting packs, taking accurate minutes, and diligently following up on action items to ensure timely completion and accountability.

Reception & Client Liaison

• Receive, sort, and distribute incoming mail, courier parcels, and fax communications daily, and prepare outgoing correspondence including registered post items and courier consignments for dispatch while maintaining an accurate mail register.
• Assist clients and visitors with enquiries in a courteous and helpful manner, providing accurate information about the organisation's services, hours of operation, and locations, and directing individuals to the appropriate department or resource person efficiently.
• Manage a multi-line switchboard by answering incoming calls within three rings, screening and directing calls to appropriate departments, and taking detailed messages when colleagues are unavailable including caller name, company, contact number, and nature of enquiry.

Records Management & Systems

• Capture, update, and verify client and employee data on the company's database or CRM system with high accuracy, conducting periodic data quality audits to identify and correct duplicate records, incomplete fields, or outdated contact information.
• Process and track incoming and outgoing documentation such as job applications, invoices, purchase orders, and contracts through the appropriate approval workflows, maintaining an accurate document register at every stage of processing.
• Maintain both physical and electronic filing systems according to the organisation's file plan and records management policy, ensuring all documents are correctly classified, indexed, and stored for rapid retrieval when requested by management or auditors.
• Ensure compliance with the Protection of Personal Information Act when handling confidential client and employee records, limiting access to authorised personnel only and securely disposing of documents that have reached their retention expiry date.

• A positive and helpful attitude with a genuine desire to provide excellent service to both internal and external stakeholders.
• A Grade 12 certificate is essential; a post-matric qualification in office administration or a related field is advantageous.
• Proficiency in the Microsoft Office suite including Word, Excel, Outlook, and PowerPoint with ability to produce well-formatted documents.
• Strong organisational skills and the ability to prioritise multiple tasks while working calmly and efficiently under pressure.
• Strong verbal and written communication skills in English, with ability to interact professionally with clients and colleagues.
• Excellent typing speed and accuracy with the ability to transcribe dictation and produce error-free documents under time pressure.
• A minimum of one to two years of experience in an administrative or reception role within a professional office environment.