Receptionist/office Administrator

**RECEPTIONIST/OFFICE COORDINATOR**

AG AVIATION AFRICA is growing, and we are looking for a proactive Receptionist/Office Coordinator to join our team on a contract basis.

**Who are we looking for?**

We are needing an energetic, team player who is not afraid of challenges and who is extremely organised and efficient. This person will report directly to AAA’s Office Manager. This role requires an individual who is team-centric, who is able to multitask, and who is eager to assist and willing to learn.

**KEY RESPONSIBILITIES**

**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.
- Ensuring that shared workspaces such as the kitchen, printing station, coffee machines etc are clean 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 customer queries and directing external calls as appropriate
- Receiving deliveries and mail and distributing as appropriate
- Arranging couriers on behalf of team members
- Managing office petty cash processes
- Ensuring the security of the company’s buildings by following required alarm procedures
- Acting as AAA’s Health and Safety representative (ensuring annual fire drills are completed, fire extinguishers are serviced, and carrying out routine checks to ensure safety and security
- 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 Co-ordination duties**:

- Managing daily office operations thereby ensuring the smooth running of the office and all associated facilities
- Providing general team and administrative support (AAA and AAFA)
- 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 Office Manager as requested
- Assisting with organising company events, conferences, and various marketing and promotional activities.

**MINIMUM REQUIREMENTS**
- Grade 12/Matric
- 1 - 2 years’ experience as a Receptionist/Office Co-ordinator (advantageous)
- Valid driver’s license and own vehicle (essential)
- Bilingual - Fluent in English and Afrikaans (advantageous)
- Excellent communication skills (written and verbal)
- Comfortable with an office-based role
- 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
- Organised and efficient
- Ability to deal with difficult clients and customers
- Ability to remain calm and professional under pressure.

**Job Type**: Temporary
Contract length: 6 months

**Salary**: R10,000.00 - R11,500.00 per month

Ability to commute/relocate:

- Stellenbosch, Western Cape: Reliably commute or planning to relocate before starting work (required)

**Experience**:

- Administrative office procedures, practices and equipment (preferred)