Business Support Coordinator (Gqeberha)

SUMMARY:
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POSITION INFO:

Business Support Coordinator

Market-related Package

Gqeberha/Port Elizabeth 

About the Role

We are seeking a highly organised, proactive, and hands-on Business Support Coordinator to oversee the effective day-to-day operations of our Gqeberha office. This role is responsible for facilities coordination, front-of-house operations, vendor management, and business support administration, ensuring the office environment remains professional, compliant, safe, and operationally efficient at all times.

This is an excellent opportunity for an experienced office operations professional who takes ownership, thrives in a fast-paced corporate environment, and has a strong eye for detail and service excellence.

Key Responsibilities

Office & Facilities Management

• Take full ownership of office facilities coordination and maintenance activities.

• Log, track, follow up, and resolve facilities-related issues including air conditioning, plumbing, lighting, access control, and general maintenance.

• Liaise with landlords, building management, contractors, security providers, and cleaning teams.

• Monitor supplier performance and ensure agreed service standards are consistently met.

• Conduct regular inspections of reception, meeting rooms, kitchens, and common areas.

• Maintain accurate facilities records, service logs, supplier contacts, and office documentation.

• Proactively identify recurring issues and implement preventative solutions.

• Escalate urgent or unresolved matters appropriately while maintaining clear communication and follow-through.

Reception & Front-of-House Operations

• Serve as the primary front-of-house contact for visitors and guests.

• Ensure a professional, welcoming, and organised reception experience.

• Manage visitor access procedures in line with company health and safety requirements.

• Coordinate meeting room bookings and setup requirements.

• Manage office telephones, incoming calls, deliveries, couriers, and mail.

• Maintain a consistently professional and tidy reception environment.

Administrative Support

• Provide administrative support to the Business Support team and wider office.

• Coordinate onboarding activities including workstation readiness, access setup, and office orientation.

• Maintain accurate filing systems, both electronic and physical.

• Support internal meetings, events, catering arrangements, and office coordination activities.

• Handle confidential information with discretion and professionalism.

• Ensure compliance with company policies, procedures, and documentation standards.

Financial, Fleet & Vendor Administration

• Support procure-to-pay (P2P) processes including purchase requests, invoicing, and supplier documentation.

• Manage company credit card reconciliations accurately and timeously.

• Coordinate fleet administration including licensing, maintenance, leasing payments, and traffic fine management.

• Assist with office cost tracking and budgeting administration.

• Manage and track office-related insurance claims and follow-ups with brokers and suppliers.

• Maintain accurate records for contracts, invoices, agreements, and supplier documentation.

Health, Safety & Compliance

• Support the maintenance of a safe and compliant office environment.

• Assist with office safety checks, evacuation procedures, and fire drill coordination.

• Act as a front-of-house contact during emergency situations.

• Escalate incidents, hazards, or non-compliance in accordance with company procedures.

• Support office-level incident and crisis response coordination and documentation.

What Success Looks Like

Within the first 6 months, the successful candidate will:

• Ensure facilities issues are proactively managed and resolved efficiently.

• Maintain smooth and professional reception and meeting room operations.

• Effectively manage supplier and vendor relationships.

• Deliver accurate and timely financial and administrative support.

• Contribute to continuous improvement initiatives within the Business Support function.

• Help maintain a stable, organised, and well-functioning office environment with minimal escalations.

Qualifications & Experience

• Certificate or Diploma in Facilities Management, Health & Safety, Business Administration, or Financial Administration.

• 5–10 years’ experience in an Office Coordinator, Facilities Coordinator, Office Manager, or similar corporate support role.

• Proven hands-on experience in facilities coordination and vendor management.

• Experience supporting financial administration processes including invoicing, reconciliations, and P2P.

• Strong proficiency in Microsoft Office 365 (Outlook, Excel, Word, PowerPoint).

• Valid driver’s license and own reliable vehicle.

Skills & Competencies

• Strong operational ownership and ability to work independently.

• Highly organised with excellent attention to detail.

• Strong relationship management and stakeholder engagement skills.

• Professional, calm, and solutions-driven approach.

• Excellent communication and coordination abilities.

• High levels of accountability, discretion, and reliability.

• Strong systems aptitude with the ability to adapt to multiple office technologies and systems.

• Ability to troubleshoot basic office system issues and escalate where necessary.

Disclaimer: If we do not contact you within two weeks of your application, please consider your application unsuccessful.