Office and Facility Coordinator

Work Location:

180 Garsfontein Road, Ashlea Gardens, Pretoria

Job Purpose

Manage office and building facilities and ensure a safe and effective working environment. Build a cohesive office and team environment and ensure employee satisfaction. Ensure that hearX is the best place to work for employees in the world.

Minimum Education (essential)

National Senior Certificate

Minimum Education (desirable)

Relevant Office Administration Course

Minimum Applicable Experience (years)

7 years

Required Nature Of Experience

• Office administration
• Procurement of office equipment and consumables
• Budget management
• Supplier liaison
• Facility management
• Housekeeping
• Health and Safety
• First Aid

Skills And Knowledge (essential)

• Computer literate
• Dealing with upset individuals
• Emotional maturity
• Resolving employee problems or complaints
• OHSA (first aid training required and will be provided by the Company if successful candidate does not have the required certificate)

Other:

• Own transport would be required.
• All travel for business purposes will be claimed back from the Company.
• Available after hours in case of emergency.
• Working hours: 8:00 - 17:00

Essential Competencies:

• Showing Composure
• Thinking Positively
• Valuing Individuals
• Meeting Timescales
• Checking Things
• Managing Tasks
• Producing Output
• Taking Action

Important Competencies:

• Examining Information
• Developing Expertise
• Adopting Practical Approaches
• Generating Ideas
• Interacting with People
• Establishing Rapport
• Articulating Information
• Making Decisions
• Embracing Change
• Inviting Feedback
• Understanding People
• Upholding Standards

Team Management 15%

• Manage the office support team, ensuring high quality work
• Increase teams effectiveness with the following:
• Recruitment, selection and orientation Training and development
• Assign accountabilities and plan
• Monitor and appraise job and project results

Develop a climate for offering information and opinionsEnsure the team meets timelines and produces content of the highest quality, always maintaining the professional image of hearX internally and externallyEnsure that the team has the support and resources it needs to thrive and develop professionallyLiaise with Executive Assistant on Team Events, Year End Function and other banqueting, ensuring full administration team collaboration and executionReception Management 10%

• Manage the visitor process: greet, direct and assist visitors, ensuring that the team provides visitors with the access and refreshments they require
• Keep up to date with visitors and ensure they are attended to
• Ensure that there is always a responsible person manning the reception desk and office phone
• Keep up to date with staff movements and events
• Book, manage and prepare facilities as required
• Ensure that packages and deliveries are received and managed
• Answer, address and determine 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 that Office Administrators duties are completed and make alternative arrangements in their absence
• Ensure that Housekeepers duties are completed and make alternative arrangements in their absence
• Ensure that Barista duties are completed, quality of service is up to standard and make alternative arrangements in their absence
• Monitor and purchase consumables, stationary and first aid supplies
• Obtain quotes and order office equipment, whilst overseeing installation, as required
• Liaise with IT to ensure smooth and effective office operations and stock procurement and management
• Oversee employee onboarding and off-boarding processes
• Assist with internal staff functions (birthdays, socials and year end 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 the maintenance and repair of office facilities, including aircons, plumbing, electrical systems, and general upkeep
• Coordinate with external vendors and contractors for facility-related services
• Ensure that office assets are maintained and the asset register is kept up to date
• Manage the aesthetics of the office and conduct regular inspections of the facilities to proactively identify and address any 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 first-point-of-contact for armed response, 7-days 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 cost-effective solutions for office operations

Health & Safety 10%

• Ensure that 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 up-to-date with changes in OHSA legislation and ensure that the organization remains compliant

QMS 5%

• Ensure that QMS guidelines are adhered to
• Own and manage the Office QMS process and associated records
• Ensure that all supporting documents and records are kept to date
• Ensure that all processes are kept relevant

This job description is not a definitive or exhaustive list of responsibilities and is subject to change depending on changing business requirements. Employees will be consulted on any changes. Employees performance will be reviewed based on the agreed upon objectives.