Office Coordinator & Receptionist

About the job Office Coordinator & Receptionist

• Matric (Grade 12)

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.