Business Support Coordinator

Cape Town, Western Cape

A well-established organisation is seeking an experienced Business Support Coordinator to oversee the day-to-day operations of its Cape Town office. This role is responsible for ensuring the office environment is safe, efficient, professional, and well maintained, while providing exceptional facilities coordination, front-of-house support, vendor management, and business administration.

This is a hands-on role suited to an organised, proactive professional who takes ownership, has excellent attention to detail, and enjoys working in a dynamic corporate environment.

Key ResponsibilitiesOffice & Facilities Management

• Take ownership of the daily coordination of office facilities, ensuring the office remains safe, functional, and well presented.

• Coordinate and monitor all maintenance and facilities-related issues through to successful resolution.

• Manage relationships with landlords, building management, cleaning contractors, security providers, and maintenance suppliers.

• Monitor supplier performance and ensure agreed service levels are consistently achieved.

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

• Maintain facilities records, supplier information, service logs, and access documentation.

• Identify recurring maintenance issues and implement preventative solutions.

• Escalate urgent or unresolved matters where necessary.

Reception & Front-of-House

• Deliver a professional and welcoming reception experience for visitors and guests.

• Manage visitor access in accordance with company security and health & safety procedures.

• Operate the office telephone system and manage incoming calls and enquiries.

• Coordinate meeting room bookings and ensure rooms are prepared for meetings.

• Manage incoming and outgoing mail, couriers, and deliveries.

• Maintain a professional reception and front office environment.

Business Support & Administration

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

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

• Maintain electronic and physical filing systems.

• Coordinate internal meetings, events, and catering arrangements.

• Handle confidential information with professionalism and discretion.

• Ensure compliance with business support policies and procedures.

Financial, Fleet & Vendor Administration

• Support Procure-to-Pay (P2P) processes, including purchase requests, invoice tracking, and supplier administration.

• Manage authorised company credit card reconciliations accurately and on time.

• Coordinate company fleet administration, including vehicle servicing, licensing, leasing, and traffic fine management.

• Assist with office budget tracking and expenditure monitoring.

• Coordinate office insurance claims and maintain supplier contracts and documentation.

Health, Safety & Compliance

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

• Assist with office safety inspections, emergency procedures, evacuation plans, and fire drills.

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

• Escalate incidents, hazards, and compliance concerns in accordance with company procedures.

• Support office-level incident and crisis response activities.

Requirements and Qualifications

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

• 5–10 years' experience in an Office Coordinator, Facilities Coordinator, Office Manager, Business Support Coordinator, or similar corporate role.

• Proven experience managing office facilities, maintenance coordination, and vendor relationships.

• Experience supporting financial administration, including P2P processes, invoice management, and credit card reconciliations.

• Proficient in Microsoft Office 365 (Outlook, Excel, Word, and PowerPoint).

• Valid driver's licence and own reliable vehicle.

Skills & Competencies

• Strong organisational and planning skills.

• Excellent attention to detail and ability to manage multiple priorities.

• Strong stakeholder and supplier management skills.

• Professional, proactive, and solutions-driven approach.

• Excellent verbal and written communication skills.

• High levels of integrity, accountability, and discretion.

• Strong systems aptitude with the ability to quickly learn new office technologies and administration systems.

Please note: Only shortlisted candidates will be contacted.