Receptionist & Office – Co-ordinator - Centurion

Guardian Recruiting (Pty) Ltd; Centurion; On-site; ZAR 120,000 - 180,000; Full time

Job summary

Guardian Recruiting (Pty) Ltd in Centurion is seeking a Receptionist & Office – Co-ordinator who can work independently and as part of a team. You will manage front-desk duties, answer calls, greet visitors and support daily office operations.

The role requires matric, admin certification, strong communication, fluency in English and Afrikaans, a valid driver’s license, and proficiency in MS Office. You will also coordinate travel, supplier invoices, office supplies, and events.

Qualifications

• Matric or equivalent.
• Certificate in Administration or Business preferred.
• Presentable, hardworking and well organised.
• Fluent in English; Afrikaans knowledge is advantageous.
• Must have a valid driver’s license and MS Office skills.

Responsibilities

• Answering and directing calls in a professional manner.
• Greet visitors and manage boardroom/meetings logistics.
• Maintain office stationery, kitchen supplies and travel arrangements.
• Coordinate onboarding, staff movements and internal communications.
• Prepare invoices, track travel costs and manage office admin records.

Skills

Communication skills

Organised

Presentable

Fluent English

Afrikaans

Education

Matric or Equivalent

Administration/Business certificate

Tools

MS Office

Microsoft Outlook

Job description

Receptionist & Office – Co-ordinator - Centurion

Job Description

• Ability to work alone and as part of a team, and accept directives from various members of the management team
• Reliable, on time and a good communicator
• Answering and directing calls in a professional and friendly manner
• Receiving of visitors into the office (Showing to Boardroom for meetings etc.) and offering refreshments
• Maintaining and purchasing of office stationery and kitchen supplies
• Load Dishwasher just before 4pm, switch on and unpack in the morning
• Keep abreast of all staff birthdays and arrange card and gift voucher
• Updating of Birthday & Anniversary list and Extension & Phone numbers list from time to time
• Obtaining quotes for JHB office equipment and furniture for approval by Directors from time to time
• JHB 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 office
• Co-ordinate the onboarding of new staff with welcome packs, stationery and required office equipment
• Coordinating and communicating with domestic worker re duties, checklist and time keeping
• Managing JHB boardroom bookings and calendar and ensure Boardroom is prepared for meetings with external guests
• Internal daily Staff Movement email communication
• Arrange annual servicing of all office equipment, including fire equipment, printers, aircons and coffee machines and maintain record of last service date
• Arrange services of Company Vehicles as directed by the Operations Manager and maintain record of last service date
• Communicating with JHB Landlord regarding water outages, cleaning of parking area and general maintenance issues of premises
• Issuing of any general internal order numbers
• Monthly Petty Cash Control and Reconciliation by 4th of every month
• Travel
• Co-ordinate and book all travel and accommodation for staff, customers and suppliers as required, excluding Directors & International Travel
• Travel arrangements include flight bookings, online check-ins, accommodation, car rental bookings and itineraries
• Update and source new corporate rates for accommodation bookings from time to time
• Maintain Travel spread sheet of all travel done by all employees for nights out
• Ensuring all travel expenses are added to the relevant Project Profitability
• Costing as well as a copy of the expense is added to the project folder on server for record keeping
• Reconcile travel and other expenses incurred on Company credit cards and submit by 3rd of month
• From time to time, follow up on tax invoices for payments made on proforma invoices for travel and other expenses
• Prepare invoice for travel costs to overseas suppliers who have visited South Africa, for reimbursement
• Keep track of travel invoices sent to overseas suppliers and follow up with Finance Manager to confirm if payment has been received
• Keeping track of company cellphone accounts and liasing with management regarding upgrades and monthly bills
• Keeping track of vehicle licensing of all company vehicles and ensuring all licenses are renewed within the time frame
• Ensuring all traffic fines in company vehicles are paid and assigned to the relevant staff member
• Plan and co-ordinate office and company functions held in office or Gauteng within the budget provided
• Arrange End of year hampers for general workers and security
• Keeping up to date & arranging medical appointments for technicians and site staff as required for Health & Safety
• Assistance with health and safety admin from time to time including updating safety files monthly with up-to-date medicals, IDs and office information to ensure compliance with safety requirements and printing safety files for site work as and when required
• Maintain ADMIN folder on the server with updated information and update relevant orders and electronic equipment list spreadsheets from time to time

Minimum Requirements

• Matric or Equivelant
• Preferably a certification in Admininistration or Business
• Presentable, hardworking, organised individual with good communication skills
• Fluent in English with a good pronunciation (most of our foreign suppliers communicate
• in English)
• Must be able to communicate in Afrikaans (many of our customers communicate
• Afrikaans)
• Must have valid driver’s licence
• Computer literacy in MS Office (Word, Excel, Powerpoint), Microsoft Outlook