Office Coordinator & Receptionist

Boardroom Appointments; Pretoria; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A leading recruitment agency in Pretoria is seeking an experienced Office Coordinator & Receptionist. The role involves managing office operations, overseeing reception tasks, and ensuring compliance with health and safety regulations. Ideal candidates should possess strong team management and administrative skills, along with a Grade 12 qualification. This position offers a dynamic work environment where you will play a key role in team effectiveness and office management.

Benefits

Dynamic work environment

Team-building activities

Professional development opportunities

Qualifications

• Proven team management skills to enhance productivity.
• Strong organizational and administrative abilities.
• Knowledge of health and safety regulations.

Responsibilities

• Manage office support team ensuring high-quality work.
• Oversee reception management and visitor process.
• Ensure facility management and maintenance compliance.
• Manage office budget and expenses efficiently.
• Implement health and safety protocols in the office.

Skills

Team management

Administrative skills

Communication

Budget management

Health and safety compliance

Education

Matric (Grade 12)

Job description

About the job Office Coordinator & Receptionist

Matric (Grade 12)

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.