Office Service Coordinator

The Office Service Coordinator ensures that Colbert Holdings Group's offices, meeting areas and hospitality services operate smoothly, professionally and consistently. The role provides hands-on coordination of office readiness, refreshments and meals, cleanliness, supplies, purchasing, facilities support, messenger duties and approved off-site assistance for top management and clients. The position requires excellent service standards, practical judgement, discretion, reliability and the willingness to respond to changing operational needs, including early, late or off-site assignments when authorised.

Key Responsibilities

1. Office Readiness and Daily Service

•      Open, check and prepare office service areas each day, ensuring that reception support points, meeting rooms, pantry areas and shared spaces are clean, stocked, organised and ready for use.

•      Coordinate and provide professional coffee, tea, water, refreshments and meal service for directors, management, visitors and clients.

•      Arrange breakfasts, lunches and, when required, dinners or after-hours hospitality, including ordering, collection, setup, serving support and clearance.

•      Anticipate meeting and visitor requirements, confirm dietary preferences or restrictions where appropriate, and ensure that presentation and service standards reflect Colbert's professional image.

•      Provide approved hospitality and logistical support at external meeting venues, project locations or other locations designated by management.

2. Cleanliness, Facilities and Service Providers

•      Monitor the overall cleanliness, hygiene, appearance and orderly condition of the office throughout the day and promptly address any service gaps.

•      Coordinate cleaning personnel and external providers, verify attendance and completed work, communicate corrective requirements and report recurring issues to the Business & Executive Manager.

•      Liaise with maintenance, pest-control, waste-management, water, coffee-machine, catering, laundry, floristry and other service providers as required.

•      Report defects, breakdowns, safety concerns and maintenance needs; obtain quotations or arrange authorised interventions and follow through to satisfactory completion.

•      Support room setups, internal events, client visits and management meetings, including furniture arrangement, refreshments, equipment readiness and post-event reinstatement.

3. Purchasing, Stock and Cost Control

•      Purchase approved office, pantry, cleaning, hospitality, meeting and operational supplies in accordance with delegated authority and company procedures.

•      Undertake authorised purchases or logistical arrangements for top management and clients, whether for use at the office or at an approved external location.

•      Maintain practical minimum and reorder levels for consumables; complete regular stock checks and avoid shortages, excessive stock, waste or expired items.

•      Source suitable suppliers, request and compare quotations when required, confirm availability and delivery arrangements, and seek approval before committing the company to expenditure.

•      Keep complete records of purchases, delivery notes, receipts and invoices; reconcile advances or petty cash promptly and submit documents to the appropriate internal team.

4. Messenger, Deliveries and Transport Support

•      Carry out authorised messenger duties, including the secure delivery and collection of documents, parcels, supplies and other items from clients, banks, notaries, government offices, service providers and project sites.

•      Coordinate courier bookings, incoming and outgoing mail, proof of delivery and urgent document movements while protecting confidential information.

•      Drive the company vehicle for approved errands or operational assignments when requested and authorised, and comply with all road-safety and vehicle-use requirements.

•      Ensure cleanliness of the Company and Directors vehicles and arrange cleaning of same.

•      Coordinate errands and transport requirements with the day- and night-shift drivers, while escalating scheduling conflicts or priority requests to the Business & Executive Manager.

5. Administration, Controls and Communication

•      Maintain simple service schedules, supplier contact lists, purchase records, stock records, maintenance logs and other operational checklists requested by management.

•      Communicate clearly with internal teams regarding office services, deliveries, maintenance interventions, visitor arrangements and any temporary disruption.

•      Protect confidential documents, payment information, keys, access devices and company property entrusted to the role.

•      Immediately report incidents, damaged or missing items, supplier concerns, unsafe conditions, service failures or expenditure variances.

•      Perform other reasonable office service, hospitality, messenger, purchasing or operational duties required to support the activities of Colbert Holdings Group and its affiliated companies.

Authority and Accountability

•      May coordinate routine service providers and approved purchases within limits communicated by the Business & Executive Manager.

•      Must obtain prior approval for non-routine expenditure, changes to supplier scope, commitments outside an approved budget, or any arrangement that could create contractual or reputational exposure.

•      Is accountable for accurate records, proper use of advances and company vehicles, timely escalation, and the secure handling of property and confidential materials.

Candidate Profile

Essential Qualifications and Experience

•      School Certificate or Higher School Certificate; a certificate in office administration, hospitality, facilities, procurement or customer service would be an advantage.

•      At least three years' experience in office services, hospitality, administration, facilities support, concierge services or a comparable hands-on coordination role.

•      Demonstrated experience coordinating suppliers, purchasing supplies, maintaining records and supporting senior management or demanding clients.

•      A valid Mauritian driving licence, a safe driving record and the willingness to undertake messenger and delivery duties using company vehicles when authorised.

•      Good spoken and written English and French; Mauritian Creole is required for day-to-day coordination.

•      Basic computer literacy, including email, Microsoft Word and Excel, and the ability to maintain clear electronic or paper records.

Required Competencies and Behaviours

•      Strong service orientation, polished personal presentation and careful attention to cleanliness, detail and quality.

•      Trustworthiness, confidentiality and discretion when supporting directors, management and clients.

•      Practical problem-solving, initiative and the ability to prioritise several urgent requests calmly.

•      Clear communication, respectful supplier management and the confidence to request corrective action when standards are not met.

•      Reliable attendance, punctuality, flexibility and willingness to support occasional early-morning, evening or off-site requirements.

•      Physical ability to receive, organise and move normal office supplies and hospitality items safely.