Office Coordinator

2 months ago

Pretoria, South Africa Boardroom Appointments Full time

Minimum Requirements:

  • Matric (Grade 12)
  • Relevant Office Administration Course

Responsibilities:

Team Management (15%)

  • Manage the office support team, ensuring high-quality work
  • Increase teams effectiveness through:
  • Recruitment, selection, and orientation
  • Training and development.
  • Assigning accountabilities and planning.
  • Monitoring and appraising job and project results.
  • Developing a climate for offering information and opinions.
  • Ensure the team meets timelines and produces high-quality content, maintaining Companies professional image internally and externally.
  • Ensure the team has the support and resources needed to thrive and develop professionally.
  • Liaise with the Executive Assistant on team events, year-end functions, and other banqueting, ensuring full administration team collaboration and execution.
  • Reception Management (10%)
  • Manage the visitor process: greet, direct, and assist visitors, providing access and refreshments as required.
  • Keep up to date with visitors and ensure they are attended to.
  • Ensure a responsible person is always manning the reception desk and office phone.
  • Keep up to date with staff movements and events.
  • Book, manage, and prepare facilities as required.
  • Ensure packages and deliveries are received and managed.
  • Answer, address, and determine the purpose of incoming phone calls, forward calls to the appropriate person, and deliver messages accurately and completely.
  • Deal with queries and provide correct information.
  • Complete administrative tasks such as filing, data entry, and document preparation, where required.
  • Office Management (30%)
  • Ensure Office Administrators duties are completed and make alternative arrangements in their absence.
  • Ensure Housekeepers duties are completed and make alternative arrangements in their absence.
  • Ensure Barista duties are completed, quality of service is up to standard, and make alternative arrangements in their absence.
  • Monitor and purchase consumables, stationery, and first aid supplies.
  • Obtain quotes and order office equipment, overseeing installation as required.
  • Liaise with IT to ensure smooth and effective office operations and stock procurement and management.
  • Oversee employee onboarding and off-boarding processes.
  • Assist with internal staff functions (birthdays, socials, and year-end functions).
  • Oversee office space allocation and seating arrangements in collaboration with management.
  • Arrange catering and refreshments as required.
  • Facility Management (20%)
  • Maintain the maintenance register.
  • Liaise with office park management regarding maintenance.
  • Oversee maintenance and repair of office facilities, including air conditioning, plumbing, electrical systems, and general upkeep.
  • Coordinate with external vendors and contractors for facility-related services.
  • Ensure office assets are maintained and the asset register is kept up to date.
  • Manage the aesthetics of the office and conduct regular inspections to proactively identify and address issues.
  • Manage access control and parking bays.
  • Manage security measures, including access control and alarm systems, correspond with armed response as required.
  • Act as the first-point-of-contact for armed response, 7-days a week.
  • Finance (10%)
  • Manage office operations & consumables budget.
  • Report on budget versus actuals as required.
  • Log expenses and receipts on Xero as required.
  • Ensure cost-effective solutions for office operations.
  • Health & Safety (10%)
  • Ensure workplace practices comply with the Occupational Health and Safety (OHS) Act 85 of 1993 and relevant regulations.
  • Implement and enforce safety protocols and procedures to maintain a safe working environment.
  • Conduct regular safety audits and inspections to identify potential hazards and ensure compliance with OHS Act standards.
  • Collaborate with health and safety committees to develop and update safety policies and procedures.
  • Keep up-to-date with changes in OHSA legislation and ensure organizational compliance.
  • QMS (5%)
  • Ensure QMS guidelines are adhered to.
  • Own and manage the Office QMS process and associated records.
  • Ensure all supporting documents and records are kept up to date.
  • Ensure all processes are kept relevant.

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