Office and Culture Coordinator for The Feenix Trust | Hybrid CT (R19000 p/m)

We are seeking a self-starter and person-centered Office and Culture Coordinator to join our dynamic team. This role is pivotal in ensuring the smooth operation of our office and fostering a positive, inclusive workplace culture. Responsibilities include managing daily office functions, finance admin support, CEO admin support, coordinating events, supporting HR initiatives, and promoting our organization’s values and mission. The ideal candidate will have excellent organizational and interpersonal skills, with a passion for social impact work and creating a collaborative work environment. Experience in office management and exposure to start-up work environments are advantageous.

Core responsibilities including, but not exclusive to:

Office management and procurement

• Manage day-to-day office administration tasks, including but not limited to kitchen and stationery stock, office equipment and general maintenance to ensure an efficient work environment.
• Answer Feenix office phones and greet visitors, promoting a welcoming atmosphere.
• Handle deliveries and couriers efficiently.
• Ensure efficient and cost-effective procurement of office supplies.
• Asset management and keep the asset register updated.
• Perform ad hoc duties as assigned, demonstrating flexibility and a collaborative spirit.

Travel and accommodation arrangements

• ⁠Efficiently and cost-effectively arrange all office travel and accommodation for staff according to standard operating procedures.

Supplier liaison

• Onboard and offboard suppliers.
• Liaise with suppliers regarding services rendered for Feenix operations and bursary programmes to ensure quality and efficiency.
• Liaise with the building manager to maintain a productive work environment.

Culture coordination and HR admin support

• Handle HR administration and confidential documentation with integrity.
• Execute staff onboarding and offboarding, including resource allocations and returns (computers, emails, keys).
• Develop and oversee human resource processes, including but not exclusive to updating personnel files, tracking and reporting on staff leave, and ensuring staff compliance with relevant policies and tasks.
• Organise office celebrations, farewells, team-building events (e.g end of year function, mid-year Group team building and strat) to foster a collaborative and inclusive culture
• Coordinate the Internship Programme
  • Oversee and coordinate alongside departmental managers internship recruitment
  • Oversee and coordinate alongside departmental managers onboarding, induction, work plans for interns and offboarding at the end of the 12 month programme.
  • Act as Liaison officer between interns, Feenix and Donor (Sponsoring the internship)

CEO admin support

• Manage the CEO’s calendar with regards to meetings, travel and key periods such as annual performance reviews, strat and disbursements.
• ⁠Manage the administration related to signing of various documentation and monitor due dates to ensure timely compliance (e.g funding proposals, legal agreements, staff contracts, policies etc.).
• Meeting minute taking, filing and distribution to relevant attendees.
• Liaise with donors on behalf of the CEO when booking appointments or sending through requested documentation.

Finance admin support

• Capturing receipts and loading on to the Xero accounting system.
• Assist Finance Controller with the preparation of weekly payments and reconciliation.
• Liaising with universities for fee statements and other documentation.
• Provide universities with proof of payment and other relevant documentation. 
• Capturing fee statements.
• Assisting with university payment related queries.
• Assisting with university payment reconciliation. 

Values requirements:

• Self-starter, with a growth mindset
• Cheerleader of others and culture champion
• Comfortable with a fast paced start-up environment
• Collaborative, communicative and structured
• Prioritize openness, honesty and transparency
• Ability to handle highly confidential information with the utmost level of professionalism.
• Possess excellent written and verbal communication skills
• Possess excellent interpersonal and relationship management skills

Qualification and experience:

• Bachelor’s degree or advance diploma in related field
• Minimum of two years work experience on administration, office management or HR
• Exceptional project management ability 
• Code B drivers license 

Advantageous training/experience:

• Experience with financial management systems
• Experience working in a start-up environment 
• Experience with Human Resources 
• Experience with events planning

Working environment:

• Hybrid model
  • Compulsory in office days on Mondays and Wednesdays (days are subject to change)
  • Optional remote work on Tuesdays, Thursdays and Fridays (at own expense to the individual)

Please send your CV and a motivation letter by 28 August 2024.

If you do not hear from us within four weeks after the closing date please consider your application unsuccessful.

Company Description

ABOUT FEENIX
Feenix is an independent, nonprofit and technologically innovative organisation. We serve higher education students to assist in removing their debt through a secure crowdfunding platform and our Skills Development Bursary programme with businesses.