Personal Assistant / Receptionist & Office Co-Ordinator - Centurion

Guardian Recruiting (Pty) Ltd; Gauteng; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A recruitment agency seeks a dynamic Personal Assistant/Receptionist in Centurion, Gauteng. The role involves managing office supplies, coordinating travel, and maintaining communication. Ideal candidates should be fluent in English and Afrikaans, possess a valid driver's license, and have strong MS Office skills. This position offers opportunities in a growing team environment.

Qualifications

• Valid driver's license is required.
• Must be able to communicate effectively in English and Afrikaans.
• Computer literacy in MS Office (Word, Excel, PowerPoint) is essential.

Responsibilities

• Answer and direct calls professionally.
• Maintain office supplies and kitchen necessities.
• Coordinate travel and accommodation for staff.

Skills

Fluent English

Communication in Afrikaans

Computer literacy in MS Office

Teamwork

Reliability

Job description

Our client is looking for a dynamic and energetic individual to join their expanding team in the capacity of a Personal Assistant / Receptionist and Office Coordinator position in CenturionJob SpecificationPresentable, hardworking, organised individual with good communication skillsAnswering and directing calls in a professional and friendly mannerReceiving visitors into the office (Showing them to the Boardroom for meetings) and offering refreshmentsMaintaining and purchasing office stationery and kitchen suppliesLoad the Dishwasher just before 4 pm, switch it on, and unpack in the morningKeep abreast of all staff birthdays and arrange a card and a gift voucherUpdating of the Birthday & Anniversary list and the Extension & Phone numbers list from time to timeObtaining quotes for JHB office equipment and furniture for approval by the Directors from time to timeJHB IT liaison – communicating between staff and IT Company re weekly site visits, reporting any issues, ordering required hardware, and completing new user forms for new staff for the JHB officeCoordinate the onboarding of new staff with welcome packs, stationery, and the required office equipmentCoordinating and communicating with domestic workers regarding duties, checklists, and time keepingManaging JHB boardroom bookings and calendar, and ensuring the Boardroom is prepared for meetings with external guestsInternal daily Staff Movement email communicationArrange annual service of all office equipment, including fire equipment, printers, aircons, and coffee machines, and maintain a record of the last service dateArrange services of Company Vehicles as directed by the Operations Manager andMaintain a record of the last service dateCommunicating with JHB Landlord regarding water outages, cleaning of the parking area, and general maintenance issues of the premisesIssuing of any general internal order numbersMonthly Petty Cash Control and Reconciliation by the 4th of every monthTravelCoordinate and book all travel and accommodation for staff, customers, and suppliers as required, excluding Directors & International TravelTravel arrangements include flight bookings, online check-ins, accommodation, car rental bookings, and itinerariesUpdate and source new corporate rates for accommodation bookings from time to timeMaintain a Travel spreadsheet of all travel done by all employees for nights outEnsuring all travel expenses are added to the relevant Project ProfitabilityCosting, as well as a copy of the expenses, is added to the project folder on the server for record keepingReconcile travel and other expenses incurred on the Company credit cards and submit by the 3rd of the monthFrom time to time, follow up on tax invoices for payments made on proforma invoices for travel and other expensesPrepare an invoice for travel costs to overseas suppliers who have visited South Africa, for reimbursementKeep track of travel invoices sent to overseas suppliers and follow up with the Finance Manager to confirm if payment has been receivedKeeping track of company cellphone accounts and liaising with management regarding upgrades and monthly billsKeeping track of the vehicle licensing of all company vehicles and ensuring all licenses are renewed within the time frameEnsuring all traffic fines in company vehicles are and assigned to the relevant staff memberPlan and coordinate office and company functions held in the office or Gauteng within the budget providedArrange end-of-year hampers for general workers and securityKeeping up to date & arranging medical appointments for technicians and site staff asrequired for Health & SafetyAssistance with health and safety admin from time to time, including updating safety filesmonthly with up-to-date medicals, IDs, and office information to ensure compliance withsafety requirements and printing safety files for site work as and when requiredMaintain the Admin folder on the server with updated information, and update the relevant orders and electronic equipment list spreadsheets from time to timeMinimum RequirementsFluent in English with good pronunciationMust be able to communicate in AfrikaansMust have a valid driver's licenceComputer literacy in MS Office (Word, Excel, PowerPoint), Microsoft OutlookAbility to work alone and as part of a team, and accept directives from various membersof the management teamReliable, on time, and a good communicatorKindly note that by submitting your application for this career opportunity, you agree that Guardian Recruiting may use your application for the purpose of the recruitment and selection of the said position, and this information may be shared with the relevant stakeholders in the business.Please note that only shortlisted candidates will be contacted.Should you not have heard back within a two-week period, please assume that your application was unsuccessful.All job postings are in accordance with our Client's BEE requirements.

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