Location: Gardens, Cape Town. (On-site role)

Contract type: Permanent

Working hours: 08H00 to 17H00

Role Summary 

The Office Coordinator is the central point of coordination for the Cape Town office and is based at the front desk, serving as the first point of contact for employees, visitors, candidates, vendors, and other stakeholders. This role is responsible for ensuring the smooth day-to-day operation of the office environment while creating a professional, welcoming, and efficient workplace experience. 

The role requires a balance of oversight and execution. The Office Coordinator is accountable for coordinating office operations, facilities, workplace services, events, and administrative activities, while also remaining actively involved in the day-to-day delivery of these services. Success in the role requires the ability to seamlessly pivot between strategic coordination, planning, and stakeholder management, and the practical hands-on tasks required to keep the office running effectively. 

As a visible and accessible presence within the office, the Office Coordinator proactively identifies opportunities for improvement, resolves operational issues, and supports a positive employee experience by ensuring workplace services are delivered to a high standard. This role combines operational leadership, problem-solving, customer service, and administration to enable a productive and engaging work environment

Key Responsibilities   

Workplace Experience & Front-of-House 

• Serve as the primary point of contact for visitors, guests, and external stakeholders. 
• Deliver a professional and welcoming office experience. 
• Manage visitor registration, office access, and reception-related activities. 
  

Travel & Administration 

• Coordinate local travel bookings for visitors from other OES locations to the Cape Town office, including accommodation, transfers, and itineraries. 
• Manage courier services and deliveries. 
• Support general office administration and coordination activities. 
  

Office Operations & Facilities 

• Oversee cleaning and maintenance of the office 
• Manage the relevant spend within the approved budget 
• Manage meeting room bookings, setup, and utilization. 
• Coordinate office access tags and security access requirements, including management of the alarm and armed response services. 
• Manage staff and visitor parking allocations. 
• Oversee building insurance administration and related documentation. 
• Coordinate office furniture procurement, workspace moves, and office upgrades. 
• Maintain productive relationships with building management and service providers. 
• Own the relationship with the landlord and other office vendors and ensure quality service delivery. 
• Partner with the IT and Tech teams to co-ordinate technology related company needs and vendor activities 
• Manage the procurement, ordering, and replenishment of office consumables and supplies, including kitchen, bathroom, and general workplace inventory. 
  

Events & Employee Experience 

• Coordinate office events, team celebrations, and employee engagement activities. 
• Manage catering, venue requirements, and vendor relationships. 
• Partner with Group teams to support and deliver global employee initiatives and events. 
• Support initiatives that enhance workplace culture and employee experience. 

Health, Safety & Compliance 

• Lead workplace health and safety activities for the office. 
• Act as the primary Health & Safety representative and liaison with building management on safety matters. 
• Coordinate health and safety inspections, audits, emergency preparedness activities, and evacuation drills. 
• Maintain health and safety records, incident logs, and compliance documentation. 
• Support the implementation and communication of workplace health and safety policies and procedures. 
• Ensure employees, contractors, and visitors comply with health and safety requirements. 
• Coordinate first aid, fire warden, and emergency response programs as required. 

What does success look like? 

• Employees and visitors consistently experience a professional, welcoming workplace.  
• Office operations and facilities run efficiently with minimal disruption.  
• Workplace events are successfully delivered and well received.  
• Vendor and service provider relationships are effectively managed.  
• Health and safety requirements are consistently met, with a safe and compliant working environment.  
• The workplace reflects the organization's culture, brand, and employee experience standards. 

Requirements

Skills, Experience and Qualifications 

• 5+ years' experiencein office administration, workplace operations, facilities, hospitality, or employee experience roles.  
• Strong organizational and coordination skills with exceptional attention to detail.  
• Professional, customer-focused, and confident when engaging with employees and visitors.  
• Experience managing multiple vendors and service providers.  
• Ability to independently manage competing priorities and solve problems proactively.  
• Experience supporting health and safety programs or willingness to take ownership of workplace safety responsibilities.  
• Strong communication and stakeholder management skills. 
• Experiencing managing budget and spend is highly advantageous  

Benefits

Company Information  

OES is a vibrant, values led organisation passionate about enhancing lives through education. We work with university partners, training institutes, and professional bodies worldwide, to develop and enable immersive and engaging learning experiences. We empower our teams to be student focused, innovative and embrace change with a growth mindset to ensure we achieve our vision of being the world’s most impactful enabler of education. We encourage our people to grow and develop through teamwork and a diverse range of projects, programs and challenging work. We trust our people to deliver, so when you work with OES, you will join a team who are empowered to impact every day. 

Company Culture & Values 

We are a people-focused organisation with a culture built around collaboration, connection, and working together toward one common goal. Our vibrant, values-led culture is grounded in four core principles that guide everything we do:  

Passion and Perseverance: We love what we do (even though it’s not always easy) and take pride in creating transformative learning experiences. We bring a ‘can-do’ attitude to our work, tackling challenges and inspiring others. 

Teamwork: We operate as cross-functional teams globally with trust and respect, celebrating success. We have fun while we work and enjoy collaborating with each other and our partners. 

Agility and Innovation: We are innovative, lateral thinkers who use our skills to improve outcomes for our students. We thrive in ambiguity, embrace change, and challenge conventional thinking. 

Integrity: We do what’s right and deliver on our commitments every time. We value a culture of respectful feedback and believe that respect is more important than maintaining superficial harmony. 

These are some of the benefits* you can expect when you join the team:

• Employee Assistance Program (EAP) for you and up to 8 friends and family
• Medical allowance
• Commute allowance
• Flexible work for genuine career-life fit
• A healthy and supportive company culture
• Generous annual leave
• Paid maternity and paternity benefits
• Study leave
• Professional development and mentoring
• OES Culture Club events
• Company funded lunch and drinks every 8 weeks

*Policy T&Cs apply for certain benefits