Office Coordinator

First Quantum Minerals; Johannesburg; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A leading minerals company in Johannesburg is seeking an Office Coordinator to manage office administration, vendor relationships, and health & safety compliance. Ideal candidates should have at least 5 years of relevant experience and strong organisational skills. This role offers competitive compensation and opportunities for professional growth.

Benefits

Competitive base compensation

Financial incentives

Flexible working environment

Qualifications

• 5+ years’ experience as an Office Administrator or Coordinator.
• 2+ years’ experience working on an ERP system.
• Ability to learn new systems quickly.

Responsibilities

• Monitor office access and ensure safety protocols.
• Manage incoming and outgoing mail and communications.
• Organise meetings and events, including catering.

Skills

Organisational skills

Strong written and verbal communication

Fluency in English

Proficiency in Microsoft Office

Ability to multitask

Education

Grade 12 or equivalent

Other relevant administrative qualification

Tools

ERP System

Microsoft Excel

Microsoft Word

Job description

Overview

At First Quantum, we free the talent of our people by taking a very different approach which is underpinned by a very different, very definite culture – the “First Quantum Way”. Working with us is not like working anywhere else, which is why we recruit people who will take a bolder, smarter approach to spot opportunities, solve problems and deliver results. Our culture is all about encouraging you to think independently and to challenge convention to deliver the best result. That’s how we continue to achieve extraordinary things in extraordinary locations.

Job Description

Although our production and financial results are the engine that drives our business, it is the depth of capability in our people that will continue to determine First Quantum’s ongoing success. Reporting to the Operations Procurement Manager, the Office Coordinator will be responsible for the general administration of the Johannesburg office, including building access and protocols, coordinating all office maintenance activities, procurement of office supplies, compliance with Health & Safety regulations, vendor relationships, travel and accommodation arrangements, document control, switchboard and office reception.

Key Responsibilities

• Office Services

• Monitor access to the office, adhering to office protocols (e.g. safety and access control). Receive visitors to the office and make them feel welcome.
• Switchboard: Receive and transfer calls to the appropriate FQM team member, answer questions and provide relevant information.
• Manage incoming and outgoing mail by sorting, distributing and tracking packages.
• Distribute company-wide communications such as announcements and invitations.
• Organise meetings and events, including booking meeting rooms, arranging catering and sending invitations.
• Pro-actively monitor office maintenance issues and submit timely requests for repairs and maintenance to the relevant service providers.
• Follow up on office repairs and maintenance done and escalate to the next level when required, ensuring issues are resolved.
• Monitor consumption and inventory of office consumables and place orders in a timely manner on the ERP system to ensure appropriate stock levels.
• Negotiate rates and maintain and log calls with vendors and service providers.
• Establish and maintain relationships with vendors/service providers.
• Review and evaluate vendors and service providers from a cost vs value perspective. Make recommendations regarding potential alternatives.
• Directly provide the Finance team with the required documentation timeously to process payments to service providers and vendors.
• Oversee the performance of the outsourced cleaning staff and escalate to the service provider/s where necessary to ensure tasks are completed efficiently and thoroughly.
• Conduct induction sessions with new employees or visitors from our various sites by arranging building access, giving a tour of the office and inform them about the basic health & safety regulations.

• Health & Safety

• Work with the Health and Safety consultant in maintaining the Health and Safety system.
• Ensure compliance with Health & Safety regulations.
• Schedule Health & Safety committee meetings and take minutes.
• Coordinate annual Health & Safety audits, evaluations and reports with relevant service providers.
• Communicate relevant Health & Safety issues.

• Travel Arrangements

• Create and distribute relevant travel updates, e.g. changes in visa requirements.
• Establish relationships and coordinate with other FQM offices and mine sites (e.g. London and Zambia) regarding travel arrangements.
• Be knowledgeable about company guidelines applying to corporate office employees travelling to sites (e.g. vaccinations, travel arrangements, key contacts, process etc).
• Explore and negotiate preferential rates with hotels (e.g in JHB and CPT).
• Prepare travel itineraries including accommodation, transfers and flight bookings and car rentals (both local and international) for SA corporate office individuals and any other FQM employees travelling to South Africa for business.
• Create purchase orders, approve relevant invoices and match them accordingly on the ERP system.

Qualifications

• Grade 12 or equivalent qualification.
• Other relevant administrative, secretarial or business qualification / courses would be advantageous.

Experience & Technical Skills Required

• 5+ Years’ experience as an Office Administrator / Office Coordinator.
• 2+ years’ experience working on an ERP system.
• Excellent organisational skills.
• Strong written and verbal communication skills.
• Fluency in English is a key requirement. Proficiency in other languages preferred.
• Proficiency in Microsoft Office software, particularly Excel and Word is key.
• Ability to multitask and prioritise tasks effectively.
• Ability to learn new systems quickly.

Behavioural Requirements

• Have a friendly and courteous attitude.
• Proactiveness and ability to take initiative are key requirements.
• Be service-oriented.
• Exceptional attention to detail.
• Excellent interpersonal skills, both in person and over the phone.
• Exercise confidentiality and discretion when dealing with sensitive information.
• Work well in a team.

Other Requirements

• Candidates must have the right to work in the applicable region without visa sponsorship.
• Willingness to perform work scope outside of the core responsibilities of the role.

Core Values & Behavioural Profile

FQM’s culture is centered on fostering innovation, harnessing original thinking and challenging convention. We work Bolder, Smarter, Driven, Together. These 4 pillars are the keys to our growth in the past, the success of our present, and the foundations of our continued evolution and improvement into the future.

Additional Information

First Quantum Benefits

A dynamic, challenging and extraordinary working environment where safety is a number one priority

Opportunity to develop within a growing company that is currently one of the world's top 10 copper producers

Highly competitive base compensation & financial incentives (discretionary bonuses & Long-term share plan)

Leave options aligned with local market best practice

Performance over presence culture & flexible working environment as per business requirements

Diversity & Inclusion

At FQM, while at the beginning of our D&I journey, we are committed to embedding the principles of diversity and inclusion into our culture, company and practices with the aim of ensuring an environment of equity irrespective of race, gender age, religion, identity or experience.

Office or Operation’s Location

Johannesburg

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