Office Coordinator

1 week ago

Cape Town, South Africa Games Global Full time

As an Office Coordinator you will be responsible for supporting the office by executing on administrative tasks, managing office communication and facilitating key initiatives

**Key Responsibilities**:

- Reception Duties (Reception)_
- Receives visitors by greeting, welcoming, directing and announcing them appropriately, and in a professional manner
- Answering, forwarding calls, and taking messages appropriately, and in a professional manner
- Distribute messages timeously
- Receive & sort daily mail and deliveries
- Maintain security by following procedures & controlling access
- Ensure that access control policies are always adhered to, by both internal and external guests
- Ensure that access cards are issued to authorized personnel and that the access control policy has been communicated efficiently
- Ensure all new starters have biometric access upon entering the premises by logging a ticket with the IT department
- Ensure that all external hardware is correctly signed in, and on-site use has been approved
- Access Control
- Issue access cards to authorized personnel
- Ensure all new starters have biometric access upon entering the premises
- Effectively administers the booking of boardrooms
- Assist with calendar management where required
- Ensure that courier services are actioned timeously when required
- Photocopies, scans, and files appropriate documents
- General Office Administration _
- Executes clerical work efficiently, this includes
- Stock Take
- Audits
- Filing
- Scanning
- Photocopying / Printing
- Monitor and maintain stock of office supplies and consumables. Runs errands efficiently
- Co - Ordinates and maintains the parking sheet according to the policies and procedures in place
- Coordinate and assist with company events - staff meetings, year - end functions, teambuilding’s etc.
- Maintains and updates staff lists
- Daily evacuation list
- Emergency Contact details
- Ensures that communication to staff regarding events, birthdays, maintenance is sent out timeously.
- Administrate the weekly lunch menu, collate staff orders and send to the supplier timeously
- Collects invoices from suppliers and sends to Operations Officer to process for payment
- Update leave databases
- Daily Attendance
- Monthly Leave taken
- Prepare reports where necessary
- Provide monthly audit report to HR department
- Liase with the staff to ensure that the leave reflects on all internal systems
- Administrate leave in lieu schedule and provide monthly report to HR department
- Performs additional duties when required
- New Starters
- Prepare new starter packs
- Ensure that the desk is set up and ready for employee to commence duties
- Co - ordinate Assist with other departments to ensure compliance with established policies, report contravention hereof in a timely manner
- Help organize and maintain office common areas
- Assisting associates to optimize processes
- Assist with OHS administration
- Assist with facilities management where necessary
- Travel _
- Manages all travel arrangements efficiently and effectively with head office travel department
- Ensure up to date travel log
- Ensure staff has all company related supporting documents when entering embassy appointments
- Prepare travel packs for international travelers
- Follow up with operations officer to ensure per diem is paid to the traveler timeously
- Device Management _
- Kiosk Manager
- Ensure compliance of the kiosk terms
- Report misuse of Derivco testing devices to management
- Approve extensions for checked out devices
- Make sure new devices have been ordered / approved
- Log all new devices onto the system and barcode them
- Do stock take periodically to account for all devices
- Ensure cabinet is locked after hours and keys off site

2-4 years relevant experience

Higher Certificate or Diploma in related field

Proficient user of MS Office Packages including Word, Outlook, Excel & Power Point

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