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OFFICE & ADMINISTRATION COORDINATOR 

Location: Cape Town, V&A Waterfront

Working arrangement: Office-based, Monday to Friday

Salary: R12 000 - R15 000

12-month fixed-term contract 

Background

EMGuidance is a trusted information-driven mobile and web-based healthcare platform supporting Healthcare Professionals at the point of care. We provide access to medicines information, clinical guidelines, clinical tools and digital solutions that help improve healthcare delivery.

We are looking for a highly organised, reliable and proactive Office & Administration Coordinator to help keep the day-to-day running of our Cape Town office and administrative requirements on track.

Job Title: Office & Administration Coordinator

Job Overview

The Office Manager is responsible for ensuring the smooth and efficient functioning of the organisation’s office environment, travel arrangements, internal coordination, and administrative operations. This role supports executives, staff, and organisational processes by managing facilities, assets, meetings, events, and communication channels.

Job Requirements

The following points outline the job requirements:

Key Responsibilities

Travel & Accommodation Management

  • Book flights and accommodation for the leadership team
  • Arrange airport transfers, car hire and other travel requirements
  • Coordinate travel changes and cancellations when required
  • Ensure travel arrangements and relevant documentation are organised and up to date

Meetings & Workspace Coordination

  • Provide general administrative support to the team and leadership
  • Coordinate diaries, bookings and practical arrangements when required
  • Maintain organised records and documentation
  • Assist with ad hoc administrative tasks and projects
  • Be available to help with the practical things that keep the office and team running smoothly
  • Schedule internal and external meetings
  • Coordinate board and executive meetings
  • Book meeting rooms and shared spaces
  • Ensure all meeting logistics are prepared and executed

Asset & Equipment Management

  • Track company assets and equipment
  • Maintain and update the asset register
  • Coordinate allocation, distribution, and return of equipment

Office & Facilities Management

  • Ensure smooth daily operation of office facilities
  • Manage office supplies, inventory, and procurement
  • Oversee office maintenance and service providers

Communication & Shared Email Management

  • Monitor and respond to shared inboxes
  • Route enquiries to relevant team members
  • Maintain professional and timely communication standards

Tender Monitoring

  • Monitor relevant tender portals
  • Identify opportunities aligned with organisational objectives

Internal Events & Corporate Culture

  • Coordinate internal events and team activities
  • Support employee engagement initiatives
  • Organise team celebrations, end‑of‑year events, and huddles
  • Manage logistics for internal meetings and gatherings
  • Send calendar invitations and manage RSVPs
  • Oversee event budgets and cost control

Suppliers & Invoices 

  • Liaise with suppliers and service providers
  • Follow up on outstanding invoices and ensure queries are resolved
  • Keep track of orders, deliveries and outstanding items
  • Assist with basic administrative and procurement processes

Skills/Attributes of Candidate

  • Strong organisational and multitasking abilities
  • Excellent communication and interpersonal skills
  • High attention to detail and accuracy
  • Proficiency in office software and scheduling tools
  • Ability to manage confidential information
  • Strong coordination and problem‑solving skills

Experience & Qualifications

  • Matric (Required)
  • Experience with office administration, office management, Microsoft 365, Google Workspace, travel & accommodation co-ordination (Required)
  • Degree/Diploma/Certificate/Professional Accreditation/Experience in business administration, operations management, logistics, project management or company secretarial management (Advantageous)

Reporting to: 

COO / Head of Marketing

UP FOR THE CHALLENGE?

Send your CV to careers@emguidance.com

If you haven’t heard back from us within 15 business days, please consider your application unsuccessful.

Applications close: 25 September 2026