Administrative Co-Ordinator
Location: Kempton Park, Gauteng
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
Job Purpose
The Administrative and Coordination Support Officer provides comprehensive administrative, operational, and coordination assistance to the AMOS Support Centre Manager and Project Specialist. The incumbent plays a central role in ensuring that the office functions efficiently, that communications and information flow seamlessly between stakeholders, and that key administrative processes are executed with accuracy, professionalism, and timeliness.
This role requires a proactive, highly organized individual capable of managing multiple priorities, maintaining meticulous records, and ensuring smooth day-to-day operations of the Support Centre.
Principal Accountabilities
1. Office Administration and Coordination
- Oversee and coordinate the general administrative activities of the AMOS Support Centre to ensure the smooth and efficient operation of the office.
- Manage supplies, logistics, and workspace organization to support a productive and professional environment.
- Serve as the administrative point of contact for staff and stakeholders, ensuring requests and queries are addressed promptly.
2. General Administrative Support
- Perform routine administrative duties, including printing, scanning, preparing documents and forms, and maintaining correspondence.
- Support staff with day-to-day operational requirements and ensure administrative requests are completed within set timelines.
- Manage the receipt and dispatch of correspondence and ensure proper tracking and filing.
3. Calendar and Meeting Management
- Coordinate, schedule, and confirm internal and external meetings for the Manager and Project Specialist.
- Maintain and manage multiple calendars to avoid scheduling conflicts.
- Prepare meeting logistics, including venue setup, virtual meeting links, and distribution of relevant documentation.
4. Meeting Support and Minute Taking
- Prepare and distribute meeting agendas in advance, ensuring all participants are informed and equipped.
- Accurately record, type, and circulate professional minutes and action lists.
- Monitor progress and follow up on action items, ensuring timely feedback and closure of outstanding issues.
5. Document Management and Filing
- Maintain effective electronic and manual filing systems, ensuring proper document version control and secure storage of records.
- Implement structured filing practices to facilitate easy retrieval and traceability of all documentation.
- Ensure all official records are filed and archived in line with the organization’s records management policy.
6. Communication and Correspondence Support
- Draft, edit, and distribute internal memos, notices, meeting invitations, and formal correspondence on behalf of the Manager or Project Specialist.
- Maintain consistent and professional communication with internal and external stakeholders.
- Act as the first point of contact for the AMOS Support Centre, directing queries appropriately.
7. Task and Action Tracking
- Maintain centralized tracking systems for team activities, project milestones, and deliverables.
- Follow up with responsible staff or departments to ensure that tasks are completed within stipulated deadlines.
- Compile regular progress updates for management review.
8. Training Coordination
- Support the organization of staff training initiatives and capacity-building sessions.
- Send invitations, track RSVPs, prepare attendance registers, and capture attendance data.
- Assist in compiling post-training reports and maintaining updated training records.
9. Stakeholder Liaison and Relationship Management
- Foster positive relationships with internal departments and external partners by providing efficient administrative and coordination support.
- Ensure consistent and accurate communication between stakeholders and the AMOS Support Centre.
- Coordinate logistical arrangements for stakeholder engagements, workshops, and project sessions.
10. Confidentiality and Professional Conduct
- Handle confidential information with the highest level of discretion and professionalism.
- Ensure that all records, documents, and communications comply with organizational policies on confidentiality and data protection.
Qualifications and Experience
Minimum Education:
- Grade 12 or equivalent (Essential)
- Certificate or Diploma in Office Administration or related qualification (Essential)
Minimum Experience:
- At least 3 years’ experience in an office administration or coordination role (Essential)
- 2 years’ experience working within a Management Information System (MIS) environment (Advantageous)
Knowledge and Skills
- Office Administration Expertise: In-depth understanding of office management procedures, administrative workflows, and coordination practices.
- Meeting Support Skills: Ability to prepare agendas, record accurate minutes, and manage meeting logistics effectively.
- Calendar and Time Management: Skilled in coordinating complex schedules, managing multiple diaries, and prioritizing appointments.
- Document Control: Experience with structured filing, version control, and document formatting across physical and electronic systems.
- Technical Proficiency: Competent in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as SharePoint or MS Teams.
- Tracking and Reporting: Strong ability to maintain accurate records, trackers, and follow-up systems for projects and tasks.
- Communication: Excellent written and verbal communication skills, with the ability to engage professionally across all organizational levels.
- Attention to Detail: Consistently accurate in preparing documents, managing data, and reviewing information.
- Discretion: Demonstrated ability to handle sensitive and confidential information responsibly.
Attributes and Behavioural Competencies
- Organized and Detail-Oriented: Maintains structure, order, and precision in all administrative activities.
- Dependable and Accountable: Takes responsibility for assigned duties and consistently delivers quality outcomes.
- Trustworthy and Discreet: Demonstrates integrity and maintains confidentiality in all professional matters.
- Service-Oriented: Committed to supporting colleagues and enhancing team efficiency.
- Excellent Communicator: Communicates clearly, tactfully, and respectfully, both in writing and speech.
- Proactive and Self-Driven: Anticipates needs, initiates solutions, and completes tasks without requiring constant supervision.
- Adaptable and Flexible: Responds effectively to changing priorities, team needs, or shifting deadlines.
- Collaborative: Works effectively within a team, contributing to a positive and productive work environment.
- Professional and Presentable: Projects a polished, professional demeanor in all workplace interactions.
- Eager to Learn: Open to ongoing professional development and learning more about AMOS systems and project operations.
Remuneration and Conditions
A competitive remuneration package will be offered in line with qualifications, experience, and the organization’s salary structure. The position is based onsite at the AMOS Support Centre and may occasionally require flexible working hours to meet operational needs.
Application Process
Interested applicants should submit:
- A detailed CV;
- A cover letter quoting the position title and reference code; and
- Certified copies of academic qualifications and identity document.
Only shortlisted candidates will be contacted. Late or incomplete applications will not be considered.
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