Office Coordinator & Receptionist

Minimum Requirements:

Matric (Grade 12)
Relevant Office Administration Course

Responsibilities:

Team Management (15%)

Manage the office support team, ensuring high-quality 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 high-quality 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, year-end 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 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 maintenance and repair of office facilities, including air conditioning, plumbing, electrical systems, and general upkeep.
Coordinate with external vendors and contractors for facility-related 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 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 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 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.