Receptionist & Office Co-Ordinator - Centurion

findojobs-za; Gauteng; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A recruitment company in Gauteng seeks a hardworking office administrator to manage calls, supplies, and travel arrangements. The ideal candidate is fluent in English and Afrikaans, has a valid driver's license, and is skilled in MS Office. Responsibilities include maintaining office supplies, onboarding new staff, and coordinating travel arrangements. Outstanding communication and reliability are essential. Only shortlisted candidates will be contacted.

Qualifications

• Must be able to communicate in Afrikaans.
• Must have a valid driver's licence.
• Reliable, on time, and a good communicator.

Responsibilities

• Answer and direct calls in a professional manner.
• Receive visitors and offer refreshments.
• Maintain and purchase office supplies.
• Manage travel arrangements for staff.
• Coordinate onboarding of new staff.

Skills

Fluent in English

Fluent in Afrikaans

Good communication skills

Computer literacy in MS Office

Job description

Job Specification

Presentable, hardworking, organized individual with good communication skills.

Responsibilities

• Answering and directing calls in a professional and friendly manner
• Receiving visitors into the office (showing them to the Boardroom for meetings) and offering refreshments
• Maintaining and purchasing office stationery and kitchen supplies
• Loading the Dishwasher just before 4 pm, switching it on, and unpacking in the morning
• Keeping abreast of all staff birthdays and arranging a card and a gift voucher
• Updating the Birthday & Anniversary list and the Extension & Phone numbers list from time to time
• Obtaining quotes for JHB office equipment and furniture for approval by the Directors from time to time
• JHB IT liaison communicating between staff and IT, company weekly site visits, reporting any issues, ordering required hardware, and completing new user forms for new staff for the JHB office
• Coordinating the onboarding of new staff with welcome packs, stationery, and the required office equipment
• Coordinating and communicating with domestic workers regarding duties, checklists, and time keeping
• Managing JHB boardroom bookings and calendar, and ensuring the Boardroom is prepared for meetings with external guests
• Internal daily Staff Movement email communication
• Arranging annual service of all office equipment, including fire equipment, printers, aircons, and coffee machines, and maintaining a record of the last service date
• Arranging services of Company Vehicles as directed by the Operations Manager and maintaining a record of the last service date
• Communicating with JHB Landlord regarding water outages, cleaning of the parking area, and general maintenance issues of the premises
• Issuing any general internal order numbers
• Monthly Petty Cash Control and Reconciliation by the 4th of every month
• Coordinating and booking 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
• Updating and sourcing new corporate rates for accommodation bookings from time to time
• Maintaining a Travel spreadsheet of all travel done by all employees for nights out
• Ensuring all travel expenses are added to the relevant Project Profitability Costing, and a copy of the expenses is added to the project folder on the server for record keeping
• Reconciling travel and other expenses incurred on the Company credit cards and submitting by the 3rd of the month
• From time to time, following up on tax invoices for payments made on proforma invoices for travel and other expenses
• Preparing an invoice for travel costs to overseas suppliers who have visited South Africa, for reimbursement
• Keeping track of travel invoices sent to overseas suppliers and following up with the Finance Manager to confirm if payment has been received
• Keeping track of company cellphone accounts and liaising with management regarding upgrades and monthly bills
• Keeping track of the 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
• Planning and coordinating office and company functions held in the office or Gauteng within the budget provided
• Arranging 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
• Assisting 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
• Maintaining the Admin folder on the server with updated information, and updating relevant orders and electronic equipment list spreadsheets from time to time

Minimum Requirements

• Fluent in English with good pronunciation
• Must be able to communicate in Afrikaans
• Must have a valid driver's licence
• Computer literacy in MS Office (Word, Excel, PowerPoint), Microsoft Outlook
• 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

Kindly 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.