Office Coordinator

InterSystems South African subsidiary seeks an experienced and motivated Office Coordinator with strong organizational skills to provide high-quality service and versatile support to the South African office. ​ The role involves providing Executive Assistant support to the Country Manager, supporting local colleagues, and collaborating with international departments on a wide variety of tasks. ​ As one of several subsidiary offices, the Office Coordinator will play a key role in ensuring strong lines of communication between other regional offices and corporate headquarters in Cambridge, MA. ​

Key Responsibilities:

• Manage day-to-day office operations to ensure the smooth running of the South African office.  Order supplies, services and stationery to ensure the office is fully equipped, clean and tidy and fully operational at all times.   

• Provide Executive Assistant support to the Country Manager, including diary management, travel arrangements, expense reimbursement, scheduling internal and external meetings, minute taking, preparing reports and other documentation as required.
• Provide general administrative support to the local team including assistance with travel bookings, visaapplications, organise catering for customer meetings, participate in company meetings and take minutes as required, organise the shipment/courier of documents, etc.
• Organise and coordinate meetings, events and training workshops as required.
• Perform reception duties including acting as the first point of contact for incoming calls and visitors. Taking/forwarding messages to employees promptly, greeting visitors in the office and providing refreshments. 
• Provide cover for other administrative employees in the region during absences and/or when assisting with specific project work.
• Respond flexibly to project work and ad hoc requests made by the HR Manager, UAE.

​Sales Assistance / Customer Operations:

• Support in preparing offers for InterSystems customers. ​
• Prepare customer information for contract preparation. ​
• Assist with invoicing and tracking outstanding invoices. ​
• Handle customer operations tasks, including providing quotes and ensuring timely invoicing and renewal of license keys. ​
• Monitor overdue customer accounts in collaboration with Collections. ​
• Work with the accounts team to create purchase orders and process supplier invoices for payment while maintaining confidentiality. ​
• Support the preparation of events and trade shows including on-site attendance as required.

• Assist the marketing department in producing information brochures and advertising material. ​

Human Resources:

• Assist with the induction of new employees regarding local office facilities and procedures. ​
• Maintain accurate records of holiday/sickness absence days and update the HR department accordingly. ​
• Assist with the renewal of company benefits for employees under the direction of the HR Manager, UAE. ​
• Maintain local personnel files and associated legal documents. ​
• Assist the regional HR department with project work and ad hoc requests as necessary. ​

Facilities / Health & Safety: ​

• Work with an external consultant to ensure H&S requirements are met and documentation is up to date. ​
• Organise required training as per local H&S regulations. ​
• Provide office management administrative support, including arranging tradespersons, liaising with contract office cleaners, updating internal contact lists and floor plans, and organizing catering and events. ​
• Maintain strong working relationship with the regional Facilities team.

Data Protection:

• Work with in-house counsel to ensure all data protection requirements are met and documentation is up to date. ​

Position Requirements:

• Excellent English language skills are essential. ​
• At least 5 years of experience in an Office Coordinator or similar role in a fast-paced, corporate environment. ​
• Strong organizational, interpersonal, and written communication skills. ​
• Organized, enthusiastic, autonomous, and adaptable. ​
• Ability to work effectively in a team environment. ​
• Ability to work flexibly and multitask. ​
• Excellent attention to detail, proofreading, and grammatical skills. ​
• Experience in dealing with customers. ​
• Advanced skills in Microsoft Office, particularly Word, Excel and PowerPoint.