Office and Facilities Coordinator

Position Overview: The Office Coordinator/Receptionist is a key member of our HCM team, responsible for ensuring the smooth and efficient operation of our office. This role involves a wide range of tasks, including accurate record keeping of consumable items, managing cleaning staff, overseeing the driver and his duties, management the switchboard, coordinating meetings and boardrooms, and supporting overall office functionality.

Key Responsibilities

• Reception Duties:
• Greet visitors and clients warmly, ensuring a positive first impression.
• Answer and direct phone calls to the appropriate employee.
• Manage incoming and outgoing packages.

Consumables Management:

• Maintain accurate records of consumable items such as tea, coffee, toilet paper, and other office supplies.
• Monitor stock levels and reorder supplies as necessary.
• Ensure the availability of necessary supplies for all employees.

Cleaning Staff Management:

• Schedule and oversee the work of cleaning employees to ensure a clean and well-maintained office environment.
• Conduct regular inspections to ensure cleaning standards are met.
• Address any issues or complaints related to office cleanliness.

Driver and Route Management:

• Coordinate schedules and routes for the company driver.
• Ensure timely and efficient transportation of goods.
• Maintain records of vehicle usage, maintenance etc.

Meeting and Boardroom Coordination:

• Schedule and prepare boardrooms for meetings, ensuring necessary equipment and supplies are available.
• Coordinate with employees to confirm meeting times and attendees.
• Provide support during meetings, such as arranging refreshments and snacks with the tea lady.

Office Efficiency and Organization:

• Implement and maintain office policies and procedures to ensure efficient operations.
• Ensure office maintenance is dealt with efficiently and escalated when necessary.
• Assist in the coordination of office events and activities.
• Maintain an organised filing system for important documents and correspondence.
• Assist in onboarding new employees, including setting up workstations and providing necessary supplies, setting up for Birthdays and other special events.

Administrative Support:

• Provide general administrative support to the management team and other employees as needed.
• Prepare and distribute internal communications and announcements.
• Assist with special projects and tasks as assigned by management.

Qualifications

• Proven experience in an office coordinator, receptionist, or similar administrative role.
• Excellent organisational and multitasking abilities.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to handle confidential information with discretion.
• Grade 12 or equivalent;

Perks & Benefits

• You get to work for a rapidly expanding distributor with aspirational brands
• Gym & Shower facilities
• Personal Trainer
• Yoga
• Pension Fund
• Medical aid with Gap cover
• Staff Allocation (R10 000 Retail Value per annum).
• Staff discount (50% off for you and your family across all the brands within the group)
• Healthy Lunch subsidy
• Company performance incentive scheme
• Long-service incentives
• Holistic Employee Wellness programme
• The group prides itself in its effort to drive continuous employee engagement activities to enable a connected culture.

Please consider your application to be unsuccessful should you not here back from us after 3 weeks.