Receptionist/ Office Coordinator

2 weeks ago

Stellenbosch, South Africa Graduate Placements Full time

Our client, situated just outside Stellenbosch, is looking for a proactive and professional Receptionist / Office Coordinator who will be the first point of contact for customers, service providers and employees visiting the office. You will also be managing daily office operations, ensuring the smooth running of the office and all associated facilities. Valid driver’s license and own vehicle essential.

Reception duties:

- Being an important first point of contact for customers, service providers, employees and other stakeholders visiting the office (Greeting, welcoming, and directing them appropriately.)
- Ensuring that the reception area and boardroom are kept safe and tidy at all times.
- Preparing meetings rooms (printing relevant documents, setting up devices, and arranging required catering).
- Managing and maintaining the company’s telecommunications system - dealing with customers queries and directing external calls as appropriate.
- Receiving deliveries and mail and distributing as appropriate.
- Arranging couriers on behalf of team members.
- Ensuring the security of the company’s buildings by following required alarm procedures.
- Acting as a Health and Safety representative (ensuring annual fire drills are completed, and carrying out routine checks to ensure safety and security.)
- Assisting team members with a variety of administrative tasks including copying, faxing, note-taking, and other ad hoc admin duties.
- Managing and updating information within relevant client directories, databases, and CRMs.
- Developing process documents/SOPS for all current and future processes associated with the Receptionist/Office Coordinator role.

Office/Team Coordinator duties:

- Managing daily office operations thereby ensuring the smooth running of the office and all associated facilities.
- Providing general team support from an administrative, coordination and maintenance perspective.
- Maintaining and ordering office supplies and consumables (water, tea, coffee, stationery, office equipment, etc.)
- Vendor relationship management - liaising with suppliers and service providers as needed (arranging quotations, machine servicing, etc.)Keeping accurate records of office expenses and ensuring that these are handed to the finance manager timeously and in line with company policy.
- Managing the company storeroom and ensuring merchandise stock control at all times.
- Booking and arranging travel, transport, and accommodation for all team members as required.
- Providing admin assistance to the Ops/Sales Manager as requested.
- Assisting with organising company events, conferences, and various marketing and promotional activities.

**Requirements**:

- University Degree
- 1 - 2 years’ experience as a Receptionist/Office Coordinator (advantageous)
- Valid driver’s license and own vehicle (essential)
- Bilingual - fluent in English and Afrikaans (essential)
- Excellent communication skills (written and verbal)
- Proficient skills in the Microsoft & Google suite
- Ability to work autonomously and complete tasks with little instruction
- Team player - a nothing too big, nothing too small attitude
- Willingness to learn
- Organized and efficient
- Able to deal with difficult clients and customers
- Ability to remain calm and professional under pressure.

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