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Office Coordinator

Published on 23.10.2020


Website :
Industries :
Advice, audit, accounting
Services other
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Job Ad & Profile Description

Position : Office Coordinator

Reporting to the Partner, Security and Facilities, the Office Coordinator will be responsible for greeting internal and external stakeholders to the office. He/she will oversee day to day office activities as well as support internal travel. This individual will be comfortable working in a fast-paced environment and possesses the ability to be proactive in managing competing priorities. The successful candidate will have excellent interpersonal skills and a high level of integrity and professionalism.

Ways you can contribute:

  • Build and maintain relationships with employees including other administrators and external contacts.
  • Provide receptionist duties and act as first point of contact to visitors by welcoming and directing guests appropriately.
  • Assist in ensuring the safety and security of all employees and visitors in the case of an emergency.
  • Handle all emergency calls related to premises and coordinate resolution accordingly, on- call 24/7.
  • Coordinate all cleaning, maintenance and repairs of premises through the building management office and/or external providers.
  • Manage the logistics calendar (Foundation drivers/third party driving service) including adding journey requests and engaging additional support as needed. Sort and distribute all incoming mail. Prepare packages for courier.
  • Ensure kitchen area, meeting rooms and supply areas are clean, tidy and fully stocked with all necessary supplies.
  • Build and maintain positive vendor relationships by notifying them of issues, assisting in requesting quotes, placing orders, etc.
  • Purchase office supplies and equipment, ensuring supply needs are met.
  • Set-up and tear down of meeting rooms, as required.
  • Manage catering and act as back-up point-of-contact for social events.
  • Assist in the onboarding process by preparing offices and/or workstations for new hires and ensure equipment requirements are met.
  • Assist in coordinating office moves.
  • Ensure the local office is health and safety compliant and participate as a member in the Joint Health, Safety and Wellness Committee.
  • Inform travelers of necessary preparations prior to trip (i.e. vaccinations, visas etc.).
  • Build and maintain relationships with the medical & travel security assistance company and the Foundation's travel service provider.
  • Coordinate and/or support administrative assistants with global travel arrangements including flights hotel bookings, ground/air transportation, travel itineraries and meeting briefs in advance of all trips.
  • Ensure Customer Traveler Profiles and details are accurate. Track costs and manage budgets, expenses and invoices.
  • Responsible for reconciling and coding all travel fees against appropriate department or project code in SAP Concur.
  • Provide administrative support to the local Operations team as required.
  • Provide backup support to the Team Assistant as required.
  • Other duties as assigned.
Required profile for job ad : Office Coordinator
  • Completion of a College diploma or University degree.
  • Minimum 3-5 years of experience in an administrative, travel coordination, office services role or equivalent.
  • Corporate travel experience, preferably global experience, would be an asset.
  • Service oriented with a willingness to take on a variety of tasks and activities.
  • Excellent planning, prioritization and time management skills.
  • An ability to work well under pressure and remain calm during high volume periods.
  • Must be a team player, who can also work independently with little direction or supervision and possess ability to coordinate and manage multiple projects.
  • Excellent initiative and possess a "take charge" attitude and sense of ownership.
  • Flexible and adaptable to changing priorities.
  • Professional demeanor, sensitivity with different cultures and impeccable integrity.
  • High level of proficiency with current technology including; Microsoft Office, with an emphasis on Word, Excel, Outlook and PowerPoint.
  • Experience using SAP Concur for invoice and expenses tracking, an asset.
  • Bilingual English and local language oral and written language skills preferred. Ability to speak French is an asset.
  • You are flexible, adaptable, and able to execute a range of job duties and changing priorities.
  • You possess excellent verbal, written, and presentation skills with the ability to articulate information to a variety of constituents across cultures.
  • You possess professional maturity, sensitivity with different cultures, and impeccable integrity that exemplify the Foundation's values.
Job criteria for job ad : Office Coordinator
Job category :
Production, maintenance, quality
Industries :
Advice, audit, accounting
Services other
Employment type :
Permanent contract
Region :
Kigali Province
Experience level :
2 to 5 years
Educational level :
Number of Position(s) : 10

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