BUSINESS OPERATIONS & OFFICE COORDINATOR - Kenilworth, Cape Town
R20 000 - R25 000 Per Month Negotiable depending on years of relevant experience
Our client, a growing Software Solutions business, is seeking a mature, highly organised and emotionally intelligent Business Operations & Office Coordinator to play a pivotal role in keeping the business running smoothly.
Working closely with the Directors, you will coordinate people, processes and priorities across operations, sales, projects, HR and office administration, ensuring accountability and follow-through while enabling management to focus on strategic growth.
This is a hands-on role for someone who takes ownership, is confident holding others accountable, thrives on keeping things organised and genuinely cares about creating a positive, professional workplace.
If you are proactive, dependable and naturally take initiative, this could be an excellent opportunity to make a meaningful impact within a growing business.
KEY RESPONSIBILITIES
Business Operations & Coordination
- Coordinate day-to-day operational requirements across technical, support, projects, sales and administration.
- Follow up on outstanding actions, deadlines and departmental commitments.
- Identify operational gaps, delays or resource requirements and escalate where necessary.
- Coordinate communication between departments and ensure agreed processes are followed.
- Maintain visibility of projects, installations, deadlines and key business priorities.
- Prepare regular operational reports for management.
Sales & Business Administration
- Coordinate and drive weekly sales pipeline meetings and follow-ups.
- Maintain accurate pipeline information, action points and follow-up dates.
- Track quotations, proposals, client decisions and purchase orders.
- Ensure sales team members have the information and support required to progress opportunities.
- Monitor outstanding actions and hold team members accountable for agreed deliverables.
- Assist with sales administration and coordination rather than actively selling.
- Identify opportunities for improved processes, follow-up and revenue administration.
Project & Installation Support
- Coordinate upcoming installations and projects with the relevant teams.
- Ensure required equipment, information, approvals and resources are in place.
- Monitor progress against agreed timelines and identify potential delays early.
- Coordinate communication between sales, technical teams and administration.
- Ensure project documentation is complete and completed work is appropriately handed over for invoicing.
HR & Employee Administration
- Act as a first point of contact for routine employee and workplace matters.
- Conduct regular employee check-ins and escalate concerns appropriately.
- Address minor issues such as absenteeism and tardiness and report recurring concerns to management.
- Maintain accurate and confidential employee records.
- Coordinate leave administration, onboarding and offboarding.
- Monitor probation dates, performance review dates and other HR administration.
- Assist with employee communication, training coordination and internal initiatives.
- Work alongside management and external HR consultants where required.
Office & Culture
- Ensure the office remains organised, professional, functional and well supplied.
- Coordinate office suppliers, maintenance and service providers.
- Assist with team events, staff initiatives, birthdays and recognition activities.
- Contribute positively to company culture and employee engagement.
- Help create an environment that is both supportive and accountable.
Administration & Process Improvement
- Maintain accurate records, trackers, action lists and reports.
- Take meeting minutes and ensure action points are followed through.
- Maintain and improve administrative processes and procedures.
- Identify inefficiencies and recommend practical improvements.
- Maintain strict confidentiality when dealing with employee, client and commercial information.
QUALIFICATION, EXPERIENCE & SKILLS REQUIRED:
- Matric / Grade 12
- A certificate or diploma in Business Administration or Office Administration or Operations Management or Human Resource and /or a related field is advantageous
- 10 years' overall working experience with at least 5 years relevant experience in a similar operations, office management, business administration or coordination role.
- Proven experience across operations, administration and office coordination
- Strong organisational and time-management skills
- Proven MS Office proficiency in Excel, Powerpoint, Word and Outlook
- Working knowledge of systems such as Trello, ActiveCollab, Salesforce, SimplePay and Bu
