Office Coordinator

6 months ago

Cape Town, South Africa Plasson SA Full time

**JOB FUNCTION AND RESPONSIBILITY: OFFICE COORDINATOR**

**JOB SUMMARY AND GENERAL RESPONSIBILITIES**

The **Office Coordinator **will be responsible to ensure that all office activities run efficiently and effectively by providing both clerical and administrative support to personnel and management in the company and specifically to the branch. This includes but is not limited to:

- The administration, safekeeping and reconciliation of petty cash for the Branch Office on a weekly basis.
- Attending to all general administrative functions in respect of the Branch Office.
- Administer the switchboard, through receiving and taking telephone calls and passing on any messages or assist callers as may be required.
- Maintaining reception and office areas and keep these clean and professional at all times.
- Receiving and attending to walk-in customers for both livestock and flow solutions.
- Ordering and managing stationery for the office and branch staff.
- Liaising with suppliers and service providers regarding office maintenance, upkeep and related issues.
- Process incoming purchase order requests.
- Maintaining an attendance register for branch-based staff and ensuring that all leave forms and overtime sheets are collected and sent to HR.
- Performing administration and reconciliation schedules and tasks for the finance department as required. This includes but is not limited to preparing monthly reconciliations of the fleet cards and credit cards statements as provided by the accountant.
- Verification and resolution of queries.
- Receiving service related PO’s relating to the Branch Office and sending GRV’s to the Creditors clerk on a weekly basis.
- Attending to any other related tasks and support for company branding, advertising and communication requirements.
- Ensuring that all staff adhere to safe work practices and follow workplace health and safety standards and requirements at all times.
- Planning and organization of inventory and shelving according to the instructions of the operations manager.
- Responsible to prepare the warehouse for stock counts as and when stock counts are schedules, manage stock count and ensuring the effective management of stock.
- Assisting the Storeman with control of all incoming and outgoing stocks and all movement of stock in the warehouse.
- Plan and coordinate deliveries, delivery routes for customers and sales orders.
- Ensuring that stock being dispatched to customers is correct according to delivery notes and with necessary paperwork.
- Ensuring that delivery notes (POD) are signed correctly. Receiving the branch POD’s from the Storeman / Driver daily and sending the POD’s to the Debtors clerk on a weekly basis.
- Attending to and following up on items for collection and/or delivery of parcels as requested on an _ad hoc_ basis.
- Preparation of waybills and booking for couriers as requested by sales or stores on an _ad hoc_ basis.
- Review branch stock levels, relevant to orders for spares or project sales. This includes but is also not limited to processing and filing IBT’s for stock required.
- General maintenance of the vehicles (i.e. fill fuel tank of vehicle, maintain the correct tyre pressure and keeping the vehicle clean and tidy) and liaising with the Transport Co-Ordinator when the vehicle is due for a service and/or repairs

**LOCATION**

Cape Town Regional office, situated in Brackenfell and such other locations or destinations as determined by the Employer from time to time

**REPORTING RELATIONSHIPS**
- Reports to: Financial Manager
- Supervise: Driver, storemen and casuals as may be required

**SKILLS & REQUIRED COMPETENCIES**
- Organisational skills.
- Interpersonal skills.
- Ability to understand and execute oral and written instructions.
- Good communication and interpersonal skills.

**REQUIRED PERSONAL ATTRIBUTES**
- Attention to detail and ability to prioritize.
- Sense of urgency and time management.
- Self-driven and ability to work independently as well as part of a team.
- Flexibility to manage more than one task at any given time.
- Ability to maintain systematic stock records and inventories.

**MINIMUM QUALIFICATION AND/OR EXPERIENCE REQUIREMENTS**
- Valid code C1 or EB driver’s license.
- Educational level: Matric Certificate and/or any other relevant qualification.
- Administration and office support experience.
- Previous warehousing and inventory control experience.

**Salary**: R11 000,00 - R12 000,00 per month

**Education**:

- High School (matric) (required)

**Experience**:

- Warehousing: 3 years (required)
- Office Support: 3 years (required)

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