Office Coordinator & Receptionist
Office Coordinator & Receptionist
Posted on :
22-05-2025
Employer Active
1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
22-05-2025
Job Description
Minimum Requirements:
- Matric (Grade 12)
- Relevant Office Administration Course
Responsibilities:
Team Management (15%)
- Manage the office support team ensuring highquality work
- Increase teams effectiveness through:
- Recruitment selection and orientation
- Training and development.
- Assigning accountabilities and planning.
- Monitoring and appraising job and project results.
- Developing a climate for offering information and opinions.
- Ensure the team meets timelines and produces highquality content maintaining Companies professional image internally and externally.
- Ensure the team has the support and resources needed to thrive and develop professionally.
- Liaise with the Executive Assistant on team events yearend functions and other banqueting ensuring full administration team collaboration and execution.
- Reception Management (10%)
- Manage the visitor process: greet direct and assist visitors providing access and refreshments as required.
- Keep up to date with visitors and ensure they are attended to.
- Ensure a responsible person is always manning the reception desk and office phone.
- Keep up to date with staff movements and events.
- Book manage and prepare facilities as required.
- Ensure packages and deliveries are received and managed.
- Answer address and determine the purpose of incoming phone calls forward calls to the appropriate person and deliver messages accurately and completely.
- Deal with queries and provide correct information.
- Complete administrative tasks such as filing data entry and document preparation where required.
- Office Management (30%)
- Ensure Office Administrators duties are completed and make alternative arrangements in their absence.
- Ensure Housekeepers duties are completed and make alternative arrangements in their absence.
- Ensure Barista duties are completed quality of service is up to standard and make alternative arrangements in their absence.
- Monitor and purchase consumables stationery and first aid supplies.
- Obtain quotes and order office equipment overseeing installation as required.
- Liaise with IT to ensure smooth and effective office operations and stock procurement and management.
- Oversee employee onboarding and offboarding processes.
- Assist with internal staff functions (birthdays socials and yearend functions).
- Oversee office space allocation and seating arrangements in collaboration with management.
- Arrange catering and refreshments as required.
- Facility Management (20%)
- Maintain the maintenance register.
- Liaise with office park management regarding maintenance.
- Oversee maintenance and repair of office facilities including air conditioning plumbing electrical systems and general upkeep.
- Coordinate with external vendors and contractors for facilityrelated services.
- Ensure office assets are maintained and the asset register is kept up to date.
- Manage the aesthetics of the office and conduct regular inspections to proactively identify and address issues.
- Manage access control and parking bays.
- Manage security measures including access control and alarm systems correspond with armed response as required.
- Act as the firstpointofcontact for armed response 7days a week.
- Finance (10%)
- Manage office operations & consumables budget.
- Report on budget versus actuals as required.
- Log expenses and receipts on Xero as required.
- Ensure costeffective solutions for office operations.
- Health & Safety (10%)
- Ensure workplace practices comply with the Occupational Health and Safety (OHS) Act 85 of 1993 and relevant regulations.
- Implement and enforce safety protocols and procedures to maintain a safe working environment.
- Conduct regular safety audits and inspections to identify potential hazards and ensure compliance with OHS Act standards.
- Collaborate with health and safety committees to develop and update safety policies and procedures.
- Keep uptodate with changes in OHSA legislation and ensure organizational compliance.
- QMS (5%)
- Ensure QMS guidelines are adhered to.
- Own and manage the Office QMS process and associated records.
- Ensure all supporting documents and records are kept up to date.
- Ensure all processes are kept relevant.
Employment Type
Full Time
Key Skills
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