Office Coordinator

6 months ago

Cape Town, South Africa Smollan Full time

At Smollan, we’re on an evolutionary journey where we’re shifting our story. We’re looking for truly unique people who believe in fostering a diverse and inclusive environment. Where our people are cared for, happy and inspired in building an extraordinary place to work.

Our organisation is looking for an **Office Coordinator** to coordinate office administrative tasks and functions and ensure smooth operations. To maintain meeting room functionality, occupancy of visitors and employees, ensuring facilities are equipped as required. Further, to greet visitors, provide information, direct visitors, and attend to administrative functions at reception area.

As an **Office Coordinator**, you will be responsible for but not limited to:
**Coordination of Incoming Visitors or Staff at Reception**
- Welcome on-site to staff and visitors at reception
- Determine the nature of the business visit
- Locate and announce visitors to appropriate staff upon arrival as required

**Management of Meeting Rooms**
- Manage and maintain meeting room booking system
- Ensure the booking system is updated, meeting rooms which are vacant for a period longer than 25 minutes, should be updated on the system based on availability
- Carry out checks on equipment to ensure consistent functionality (including WI-FI, Audio-Visual, remote controls)
- Set-up meeting room AV equipment and WI-FI Connectivity for users
- Equip meeting rooms with necessary stationery (flip chart paper)
- Ensure meeting room equipment (electrical and audio-visual tools) are switched off when not in use

**General Administration**
- Ensure boardrooms are prepared for meetings, i.e., refreshments, lunches.
- Ensure maintenance items are done immediately with a paper trail for follow ups and include the facilities supervisor
- Ensure cleanliness of all bathrooms close to meeting rooms
- Complete checklists and ensure that bathrooms are stocked

**Catering and Refreshments**
- Assist with the catering placement and coordination of any luncheons in the meetings rooms
- Post lunch meetings ensure that the facility is cleaned in time for next meeting
- Ensure all catering items provided is moved away and after being cleaned ready for collection
- Keep track of stock consumables and place orders when necessary.

**Security and reporting aspects**
- Adhere to compliance to POIA
- Report on and provide personal belongings left in meeting rooms to Facilities Supervisor
- Provide details of meeting room participants to the Facilities Supervisor to contact the relevant individual

**Coordination of Courier Services**
- Request the courier service for collections as required
- Complete documentation accurately
- Provide courier representative with parcels for delivery
- Place orders for the relevant documents and containers from the courier as required
- Manage the tracking of courier packages and documents through valid paper trail and follow up

**What are we looking for?**?

To qualify for this role, you should have
- Grade 12 / NQF Level 4
- Minimum Experience: 1- 2 years receptionist experience with boardroom
- coordination
- Knowledge, Skills & Abilities: Customer service focus
- Planning & coordinating
- Communication skills (verbal & written)
- Ability to interact at all levels
- Ability to multitask
- Resilience & stress management

**What’s in it for you?**
- Competitive benefits package
- Opportunity to work remotely
- A dynamic team culture

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