Office Coordinator

SUMMARY:
Office Coordinator

POSITION INFO:

Job Decsription:

My client, a non-profit organization based in Cape Town and Port Elizabeth concentrating on empowering disadvantaged youth and providing sanctuary and care for rescued horses and dogs, is looking for an Office Coordinator. 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.
Financial Administration Support:
• 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 the 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.
HR Support:
• 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.
Administrative Support:
• 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, ensure policies, procedures, and reports are well organized.
• Maintain essential contact databases (e.g., vendors, suppliers, vets).
• Oversee front office and reception duties as required.
Partnership Development, Fundraising, and Donations:
• 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.

Essential Skills and Competencies:
• 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.

Desirable Skills:
• Experience in community outreach or NGO environments.
• Familiarity with social media platforms for communication and outreach.
• Knowledge of NGO compliance regulations, including tax and animal rescue sanctuaries.
• Fluency in Afrikaans and Xhosa.

Qualifications and Experience:
• 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).

Work Environment:
The position is based at the sanctuary, which is located on a rural farm. It involves office-based duties and occasional site coordination but does not require regular interaction with the animals.

Application Process:
Interested candidates should submit their detailed CV, cover letter, and professional head-and-shoulder photo proof of qualifications to