Business Support Coordinator - Shoprite Group

The purpose of the Business Support Coordinator role is responsible to provide efficient, proactive, responsive comprehensive administrative support and logistical coordination services to the Divisional Property manager and the management team. The role oversees and ensures the smooth running of the reception and kitchen and provides supervision to the office staff and ensures maximum performance through staff coaching, mentoring, and monitoring.

Job Objectives

Office Administration

• Assist with the Retail Leasing process including coordinating the lease tracking system (approval and circulation process of leases), the legal advisor with the annual safe audit of original leases, scan, save, and file lease documents for record purposes.
• Complete and capture all documentation including invoice submission and other services rendered in the office ensuring safe record keeping.

• Perform all office duties including typing, filing, and other related administrative / coordination ad hoc duties.
• Act as a liaison and provide support to the managers, taking messages for the Divisional Property Manager's calls and coordinating requests to correct individuals.
• Coordinate office staff events such end–year and social functions to achieve successful event management.
• Coordinate staff information such as updating individual and group email lists, staff announcements, birthdays, and telephone lists to support effective team functioning.
• Partner with the people partner and provide support with coordinating multiple hiring process phases, including scheduling interviews, scheduling for test administration, and introducing new staff to other employees in the office.
• Support line management with employee administration - keeping records of employees’ attendance, handling of leave requests & submission to HR, and termination documents to ensure efficiency.
• Coordinate and arrange management traveling functions i.e., flight bookings, accommodation, vehicle rentals, forex arrangement, etc.
• Complete a broad variety of administrative tasks that facilitate the management’s ability to effectively manage their respective units, including management course arrangement, Covid -19 precautions, regulations & reporting, cellphone & travel claim submissions to head office.
• Coordinate management meeting arrangements, taking minutes, and distribute meeting documents to ensure the smooth running of meetings.

Office facility support coordination

• Perform all office duties including buying stock, filling vendor machines, and assisting office service providers.
• Ensure all resources required by staff are in stock including the kitchen utilities to support effective office operation.
• Assist management and other office staff with computer-related requests such as raising computer issues and ordering new parts/replacement of computers & laptops to support operations.
• Provide supervision, coaching, and monitoring of the office staff, which includes the receptionist, cleaners, and kitchen assistant safeguarding the smooth running of these areas.

Qualifications

• Diploma in Office Administration or related – (preferred).

Experience

• +2 years experience in a secretarial or office administration or similar orientated role, multi-tasking to deliver effective administration - (essential)

Knowledge and Skills

• Solid proficiency in MS Office 365 with well-developed Excel skills – (essential)
• Motivated self-starter with personal drive, energy, and strong integrity – Takes accountability for actions and mistakes.
• Organisational skills – Plans, coordinates and executes operational functions, practices, standards, and resources to realize business unit goals and objectives.
• Communication and reporting skills – Able to convey information and data, accurately, and succinctly in a meaningful way.
• Collaborative partnering – Confident communicator with good interpersonal skills and the ability to build meaningful, sound relationships both internally and externally. Manages client expectations well.
• Customer-orientated - Committed to providing high-quality customer service. Ensures customer needs are understood, problems timeously resolved, and expectations met.
• Results-oriented and quality-focused sets stretch goals for self and others while remaining focused and working tenaciously toward meeting and exceeding expectations within quality standards.
• Ability to work under pressure and manage multiple demands while organizing, prioritizing, and reordering workload in a rapidly changing and fast-moving environment.