Office Coordinator & Personal Assistant

A specialized company that distributes internationally recognized medical technology is looking for a mature, seasoned Office Coordinator and PA to serve as a central coordination point for their South African operations, based full-time in-office. The company’s distribution network extends across South Africa, Sub-Saharan Africa, and neighboring islands. This permanent role offers working hours from Monday to Thursday 08:00 to 17:00 and Fridays 08:00 to 16:30, with some flexibility around lunchtime. As a seasoned professional, you will provide high-level administrative support to the leadership team while ensuring the seamless day-to-day management of the office environment and international supplier relations. This is an established, professional environment that values maturity and the ability to take full ownership of a workspace. The team is collaborative but expects a high degree of self-management and reliability. Responsibilities: International Liaison: Serve as a primary point of contact for European and local suppliers, managing correspondence and coordinating the shipping of medical systems and parts. Tender & Proposal Management: Proactively monitor tender platforms, compile comprehensive submissions, and generate professional quotations for technical services and repairs. Executive Support: Manage complex travel logistics including international flights, car rentals, and accommodation. Office Governance: Maintain the effective running of the office, supervising maintenance requests, managing office supplies, and overseeing internal cleaning services. Information Management: Implement and maintain a rigorous filing system and database, ensuring all statutory information (e.g., CIPC) remains updated. Commercial Administration: Monitor multiple communication channels, respond to stakeholder enquiries, and draft professional contracts and purchase orders. Requirements Experience: Proven background in office coordination, personal assistance, or senior administration within a corporate or medical environment. Language Proficiency: Absolute fluency in English and Afrikaans (written and verbal) is essential for dealing with local clients and European stakeholders. Operational Independence: Ability to work autonomously and manage the office environment independently during executive absences. Logistics Knowledge: Understanding of local and international shipping protocols (or the aptitude to undergo training). Licensing: Valid driver’s license and own reliable vehicle. Attributes: Exceptional organizational skills, high attention to detail, and a professional presence suitable for the medical field. Multilingualism: Proficiency in Italian or German would be an advantage given the European supplier base. Required Software Skills: Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Design and Marketing tools: Canva, Campaign Monitor / MailChimp. Social Media Platforms (LinkedIn, Instagram, Facebook). CRM software experience is highly beneficial.