Front Office Liaison

The South African National Space Agency; Pretoria; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A national space agency in Pretoria is looking for a dedicated office administrator to manage reception duties and SHEQ administration. The candidate should have strong communication skills, a client-oriented approach, and the ability to multitask in a dynamic environment. The role includes welcoming visitors, managing office supplies, and maintaining administrative records. This is an excellent opportunity for someone proactive and professional seeking to contribute to a high-performing team.

Qualifications

• Must be professional, presentable, and well spoken.
• Capable of handling queries and complaints efficiently.
• Must be resourceful and energetic.

Responsibilities

• Ensure smooth operations of the front office.
• Welcome and usher visitors effectively.
• Manage office supplies and monitor inventory.
• Maintain records and files on office expenses.
• Provide SHEQ administration support.

Skills

Client-oriented approach

Proactivity

Multitasking

Communication skills

Professional appearance

Job description

SANSA has the mandate to drive the promotion and use of space and cooperation in space-related activities. To achieve this mandate, the Agency fosters research in space science and technology advances space engineering programmes and supports the creation of an environment conducive to industrial development in space technologies within the framework of national government policy. More information about the organisation can be found at http : / / www.sansa.org.za.

SANSA thrives on its employees’ creativity, competencies, expertise and ingenuity to succeed in a high-performing environment. If you aspire to the values of care, customer‑centricity, trust, collaboration and innovation, then SANSA could be the place for you.

The following opportunity exists in SANSA to be filled by an individual with the relevant skills, drive, competencies and qualifications.

Reporting to the SHEQ Manager, the candidate will be responsible for reception, office administration, access control and SHEQ administration. The candidate must be professional, presentable, well spoken, client‑oriented and take pride in their work.

As the first point of contact between employees, security and external stakeholders on‑site, the ideal candidate must have a sparkling and welcoming personality. The candidate must also possess character attributes of being resourceful, proactive, energetic, a self‑starter and multitasker.

Key performance areas will include, but are not limited to :

• Ensuring smooth operations of the front office at the site
• Acting as a point of entry for visitors into the facilities by electronically completing and authorising access
• Welcoming and ushering visitors to the meeting points
• Preparing and offering welcome drinks for guests
• Managing and updating electronic noticeboards and screens
• Screening and directing calls and emails in a professional and efficient manner
• Liaising with internal and external stakeholders on booking and meeting arrangements (booking appointments, managing meeting rooms reservations, and coordinating schedules for staff members)
• Handling queries and complaints from employees, clients or external stakeholders and facilitating official responses
• Purchasing office supplies and monitoring inventory (i.e. groceries, kitchenware and hygiene materials)
• Ensuring that deliveries are received by relevant recipients (or when necessary, receive deliveries on behalf of recipients)
• Maintaining and updating records and files on office expenses
• Maintaining several databases, including staff birthdays and telephone lists
• Ensuring the highest standards of general housekeeping of print room, storeroom, reception area, boardrooms and kitchens
• Providing SHEQ administration (facilitating SHE committee meetings, taking minutes, updating all required documents on the existing integrated management system (IMS), assisting with incident log, compiling SHE communication (toolbox talks), coordinating SHE training and emergency drills)
• Proactively ensuring that a positive reputation is created and maintained at all relevant touchpoints.