Office Coordinator

SUMMARY:
An NPO concentrating on empowering disadvantaged youth and providing sanctuary and care for rescued horses and dogs, is looking for an Office Coordinator for their facility in Philadelphia (Cape Town).

POSITION INFO:
This ideal candidate will be responsible for overseeing the operational and office administration activities at the sanctuary to ensure the effective and efficient management of the sanctuary’s equine and canine operations. This involves managing staff coordination, office procedures, inventory control, and maintaining a smooth-running office environment. The role requires an energetic, proactive individual who can handle multiple tasks independently while maintaining an organized and productive work environment. 

Key Responsibilities: 

Operations and Support Functions: 

• Coordinate daily, weekly, and monthly task lists for housekeeping and grounds staff. 

• Ensure cleanliness and organization of common areas, staff accommodation, and public areas. 

• Overseeing sanctuary operations and procedures, keeping staff informed and updated. 

• Design, implement, and enforce operational policies and procedures. 

• Manage interactions with vendors and suppliers, including cleaning, catering, and security services. 

• Coordinate office and sanctuary events, both in-house and off-site. 

• Supervise procurement processes for office supplies, equipment, and inventory. 

• Maintain and manage contract and vendor negotiations for office and sanctuary services. 

• Oversee asset safety and ensure sanctuary property is maintained and secured. 

• Liaise with insurance and security companies to ensure coverage is up to date. 

• Assist in preparation and submission of financial reports and administration. 

• Manage petty cash, track expenses, and report to the Financial Manager. 

• Maintain inventory management systems and ensure proper stock verification to prevent loss. 

• Assist in HR administration, including staff training, capturing staff audits, and maintaining employee records. 

• Support the recruitment and onboarding of new employees. 

• Oversee staff leave and attendance records, and assist in disciplinary procedures as needed. 

• Manage payroll processes and submit payroll data to the Financial Manager. 

• Maintain and update staff HR policies and ensure compliance with legal regulations. 

• Support daily departmental operations, manage calendars, and assist with project administration. 

• Compile and maintain weekly, monthly, and quarterly reports for the sanctuary and staff. 

• Manage digital filing systems, ensuring policies, procedures, and reports are well organized. 

• Maintain essential contact databases (e.g., vendors, suppliers, vets). 

• Oversee front office and reception duties as required. 

• Assist the Fundraising Manager with research, donation collection, and partnership development. 

• Maintain a database of volunteers, donors, and potential fundraising partners. 

• Assist in organizing fundraising events and supporting partnerships. 

• Proven experience in office management and administrative support. 

• Proficient in Microsoft Office (Word, Excel, PowerPoint, Email). 

• Strong organizational, planning, and time management skills. 

• Excellent written and verbal communication skills in English. 

• Strong understanding of HR management, financial administration, and procurement processes. 

• Ability to work independently and handle multiple tasks in a fast-paced environment. 

• Must be proactive, flexible, and solution-oriented. 

• Experience in community outreach or NGO environments. 

• Familiarity with social media platforms for communication and outreach. 

• Knowledge of compliance regulations for NGOs, including tax and animal rescue sanctuaries. 

• Fluency in Afrikaans and Xhosa. 
• Must be an animal lover.

• Minimum of 5 years of experience in an NGO or similar environment. 

• Matric (essential); additional qualifications in administration or management (desirable). 

• Proven experience in managing and leading a team. 

• Valid driver’s license and own vehicle (essential). 

• Some knowledge of Sage accounting software (nice to have).