Office Coordinator & Receptionist
hearX
Pretoria, Gauteng
Permanent
Posted 06 September 2024
- Closing Date 04 October 2024
Job Details
Job Description
Work Location:
180 Garsfontein Road, Ashlea Gardens, Pretoria
Job Purpose:
Manage office and building facilities and ensure a safe and effective working environment. Build a cohesive office and team environment and ensure employee satisfaction. Ensure that hearX is the best place to work for employees in the world.
Minimum education (essential):
National Senior Certificate
Minimum education (desirable):
Relevant Office Administration Course
Minimum applicable experience (years):
7 years
Required nature of experience:
180 Garsfontein Road, Ashlea Gardens, Pretoria
Job Purpose:
Manage office and building facilities and ensure a safe and effective working environment. Build a cohesive office and team environment and ensure employee satisfaction. Ensure that hearX is the best place to work for employees in the world.
Minimum education (essential):
National Senior Certificate
Minimum education (desirable):
Relevant Office Administration Course
Minimum applicable experience (years):
7 years
Required nature of experience:
- Office administration
- Procurement of office equipment and consumables
- Budget management
- Supplier liaison
- Facility management
- Housekeeping
- Health and Safety
- First Aid
Skills and Knowledge (essential):
- Computer literate
- Dealing with upset individuals
- Emotional maturity
- Resolving employee problems or complaints
- OHSA (first aid training required and will be provided by the Company if successful candidate does not have the required certificate)
- Own transport would be required.
- All travel for business purposes will be claimed back from the Company.
- Available after hours in case of emergency.
- Working hours: 8:00 - 17:00
- Showing Composure
- Thinking Positively
- Valuing Individuals
- Meeting Timescales
- Checking Things
- Managing Tasks
- Producing Output
- Taking Action
- Examining Information
- Developing Expertise
- Adopting Practical Approaches
- Generating Ideas
- Interacting with People
- Establishing Rapport
- Articulating Information
- Making Decisions
- Embracing Change
- Inviting Feedback
- Understanding People
- Upholding Standards
- Manage the office support team, ensuring high quality work
- Increase team’s effectiveness with the following:
- Recruitment, selection and orientation
Training and development - Assign accountabilities and plan
- Monitor and appraise job and project results
- Develop a climate for offering information and opinions
- Ensure the team meets timelines and produces content of the highest quality, always maintaining the professional image of hearX internally and externally
- Ensure that the team has the support and resources it needs to thrive and develop professionally
- Liaise with Executive Assistant on Team Events, Year End Function and other banqueting, ensuring full administration team collaboration and execution
- Manage the visitor process: greet, direct and assist visitors, ensuring that the team provides visitors with the access and refreshments they require
- Keep up to date with visitors and ensure they are attended to
- Ensure that there is always a responsible person manning the reception desk and office phone
- Keep up to date with staff movements and events
- Book, manage and prepare facilities as required
- Ensure that packages and deliveries are received and managed
- Answer, address and determine 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
- Ensure that Office Administrator’s duties are completed and make alternative arrangements in their absence
- Ensure that Housekeepers’ duties are completed and make alternative arrangements in their absence
- Ensure that Barista duties are completed, quality of service is up to standard and make alternative arrangements in their absence
- Monitor and purchase consumables, stationary and first aid supplies
- Obtain quotes and order office equipment, whilst 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
- Maintain the maintenance register
- Liaise with office park management regarding maintenance
- Oversee the maintenance and repair of office facilities, including aircons, plumbing, electrical systems, and general upkeep
- Coordinate with external vendors and contractors for facility-related services
- Ensure that office assets are maintained and the asset register is kept up to date
- Manage the aesthetics of the office and conduct regular inspections of the facilities to proactively identify and address any 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
- 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
- Ensure that 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 that the organization remains compliant
- Ensure that QMS guidelines are adhered to
- Own and manage the Office QMS process and associated records
- Ensure that all supporting documents and records are kept to date
- Ensure that all processes are kept relevant