Office Coordinator

3 days ago


Pretoria, Gauteng, South Africa Ananzi Full time

About the Role

We are seeking a skilled Office Coordinator to join our team at Ananzi. The successful candidate will provide administrative support, manage the front desk, and ensure the smooth operation of our office.

Main Responsibilities
  1. Communication and Correspondence:
  • Answering and Managing Calls: Handle incoming calls, take messages, and direct calls to the appropriate extensions.
  • Email Management: Sort, distribute, and respond to emails in a timely manner.
  • Mail Handling: Receive, sort, and distribute incoming mail and packages; prepare outgoing mail.
  1. Front Desk Management:
  • Greeting Visitors: Welcome clients, customers, and other visitors in a professional and friendly manner.
  • Visitor Management: Screen visitors and ensure security protocols are followed.
  • Answering Inquiries: Provide information to visitors and direct them to the appropriate person or department.
  • Maintaining Reception Area: Keep the reception area tidy and organized, ensuring it presents a positive image of Ananzi.
  • Maintaining General Office Area:
  • Ensure the entire office is clean and organized on a daily basis.
  • Administrative Tasks:
  • Scheduling and Appointments: Schedule meetings, book conference/boardrooms, and manage calendars.
  • Data Entry and Record Keeping: Enter data into computer systems, maintain records, and file documents.
  • Ordering Supplies: Monitor office supplies and place orders when necessary.
  • Preparing Documents: Create and format documents, such as letters, memos, and reports on request.
  • Travel Arrangements: Book travel and accommodation for staff.
  • Basic Accounting: Process invoices and expenses.
  • Co-ordinate Meetings: Coordinate multiple internal and external meetings with ease and efficiency.
  • Other Duties:
  • Provide refreshments: Offer tea, coffee, or other refreshments to visitors and arrange meeting snacks when required.
  • Handle complaints: Address visitor complaints or concerns in a professional manner.
  • Liaise with other departments: Communicate with other departments to ensure smooth operations.
  • Assist with events: Help organize company events or meetings.


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