Cape Town City Centre: Operations Co-ordinator

About the Role

The Operations Co-ordinator plays a crucial role in ensuring the smooth day-to-day operations of our office, providing administrative support to various teams and managing the overall office environment.

Key Responsibilities

• Maintain an updated shopping list of office necessities and monitor stock levels.
• Order office supplies weekly or as needed to ensure operational continuity.
• Act as the primary liaison with the landlord for all building and maintenance matters.
• Ensure the organization maintains appropriate and up-to-date insurance (general, office contents, liability, etc.).
• Maintain an up-to-date supplier list and ensure all vendors meet company requirements.
• Answer and manage incoming external phone calls, directing queries appropriately.
• Support daily operational workflows and processes to ensure business efficiency.
• Collaborate with internal teams to ensure seamless day-to-day operations.
• Project & Event Planning: Support or lead project coordination, including task tracking, timelines, and deliverables. Plan, organize, and execute internal and external events, meetings, workshops, and functions.
• Administrative Support: Take formal minutes during meetings and ensure accurate, timely distribution. Assist with documentation, filing, scheduling, and general administrative duties.
• Bid Administration: Assist in the preparation, compilation, and submission of bids, proposals, and tender documents. Coordinate with internal stakeholders to gather required documentation and ensure compliance with bid requirements. Maintain a repository of bid templates, documentation, and submission schedules. Track bid progress, deadlines, and outcomes.
• Financial Administration: Assist with basic financial tasks such as invoice processing, supplier payments, and expense tracking. Help maintain financial records and support reconciliation of operational expenses. Liaise with the Operations Manager to ensure timely submission of documentation and adherence to financial processes.

Requirements

Strong organizational and time-management skills

Excellent communication and interpersonal abilities

High attention to detail and proactive problem-solving

Ability to multitask and adapt to changing priorities

Professional phone etiquette

Basic project coordination abilities

Strong administrative accuracy and consistency

Qualifications

Formal education/certifications (Bachelor’s, LLB, Matric, etc.) are not required for this role. However, relevant experience in office management, administration, or operations is essential.

Salary & Benefits

Salary details are not specified in the original job description.