Front Office Coordinator

SUMMARY:
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POSITION INFO:

We are looking for a mature, vibrant, dynamic individual to join this highly prestigious company in the Brand Enhancement industry. This role requires someone who has extensive experience arranging travel for staff, and who operates on a office management level. Must have your own car as you will need to run errands and deal with tenants who are renting properties from the company. This is essential and non negotiable!

If you are ready to take on a challenging yet rewarding role where no two days are the same, apply today and become a vital part of this team! Please apply directly here or email your CV to for review. Please note that you will also need to have your own car to qualify for this position!

Reporting To: Financial Director
Supervising: 2 Staff Members (Cleaner and Gardener)

Experience required: 5 years experience in Front Office/Office Management or PA. Extensive experience managing travel arrangements is key for this role!

On the job training: One-month training

Other requirements:

• 1) Strong written and verbal communication skills
• 2) Proficient in English, with a clear telephone voice
• 3) Professional and customer-service orientated
• 4) A willingness to learn and problem-solve with the ability to
• suggest and implement solutions and improvements
• 5) Strong organisation, planning and coordinating skills
• 6) Computer literacy (MS office: Word, Excel, PowerPoint, advanced email tools; Pastel/Accounting package, ERP system),
• 7) Good numerical ability, precise and methodical; good attention to detail,
• 8) Energetic and positive team member
• 9) Supervisory skills
• 10) Self- motivated with a proactive orientation/taking initiative
• 11) Able to manage time effectively, prioritise and multi-task
• 12) Driver’s license code 08 with own transport
• 13) Accounting and Business Administration
• 14) Exposure to booking local and international travel

MAIN PURPOSE OF JOB:

As the voice and face of the Company, to provide energetic and superior office administrative support and service (including switchboard and reception) to ensure the smooth running of the company by ensuring that all internal and external customer administrative requirements are continuously and professionally met within the context of company values, objectives and procedures.

KEY PERFORMANCE AREAS:

1.0 Front of Office / Reception

• Serve as the first point of contact, ensuring all visitors and calls are handled professionally, reflecting positively on the company.
• Greet 100% of visitors with a professional, friendly, and caring approach; offer refreshments and notify relevant persons promptly.
• Answer the switchboard efficiently, transferring calls and taking messages in line with company protocol, with an average response time within 4 rings.
• Keep a record of all visitors signing in and out of the building.
• Keeps the reception area neat and tidy.
• Arranges reception/switchboard roster to allow for daily breaks, as well as taking of leave. Responsible for ensuring that employees on the reception roster are fully trained and updated.

2.0 Office Co-ordination and Administrative Management

• Provide secretarial and administration assistance to the Managing Director and Chairman, particularly assistance to the MD for out of office and travel preparations.
• Liaise with the MD on appointments, and with planning meetings with managers. Sync diaries. Ensure all appointments are in diaries (e.g. for regular meetings e.g. Board Meetings, EXCO, Management Meetings).
• Assist with any typing and other ad hoc work, as required, for other members of the management team, e.g. minutes of meetings
• Maintain the company wide WhatsApp communication group. Develop and maintain a high level of awareness of the organization’s activities – and communicate with staff where appropriate. This includes leave, birthday and special events/celebration announcements.
• Proactively identify general administration issues and suggest effective solutions.
• Review, update and circulate the telephone, emergency staff contact and birthday lists when required.
• Maintain meeting rooms bookings and ensure catering and refreshments are in place for the longer meetings.
• Provide administrative support to and act as a representative on the Employee Representative Committee.
• Maintain the HSE system (including Master file); fulfil the role of HSE Employee Representative
• Maintain 3rd party office service provider relationships.
• Office cleaning Supervision: daily supervision of General Cleaner and Gardener and 3rd party cleaning providers including fumigation.
• Manage the Gardener to ensure proper garden and property maintenance.
• Assist with various undefined tasks on an ad hoc basis e.g. carports, security, training, etc.

3.0 Properties/Facilities Management

• Ensure execution of all maintenance needs and related issues for all properties
• Ensure leases for tenants are signed and relevant guarantees given, and any other paperwork required is completed.
• Receive, handle and/or follow-up on any queries from tenants.
• Liaise with relevant 3rd party providers in connection with maintenance and facilities management with all properties. Liaise with relevant companies on what is available and for comparative prices.
• In conjunction with members of the management team, plan for any changes needed in the company and arrange for the work to be done.
• Liaise with managers of departments on their requirements/assess needs to ensure they have the furniture and storage facilities they need to do their work. Any purchases are to be within budget constraints.

4.0 IT & Switchboard Support

• Liaises with IT support or service providers on company-wide problems experienced. Assists with communicating individual IT needs to IT service providers.
• Liaises with the switchboard service provider on problems experienced, or changes needed with the switchboard or extensions.

5.0 Post

• Opens priority bag from Johannesburg and Durban, checks items received against list, date stamps and distributes. Files list.
• Opens all post received (except personally addressed envelopes), date stamps and distributes. Circulation list to be affixed to magazines.
• Outgoing post: stamps , arranges for drivers to collect for posting.
• Prepares priority post list for bag (Jhb or Dbn), which is dispatched by Operations.

6.0 Stationery and General Supplies Purchasing

• Checks on general, canteen, computer, stationery and cleaning supplies needed and order from suppliers when necessary.
• Maintains the stationary room – ensures that it is stocked sufficiently.
• Photocopier/scanner: Liaise with supplier concerning any problems with the copier. Order paper and toner cartridges as needed.
• Printed stationery: orders as needed in conjunction with relevant persons (e.g. Finance Director/Marketing Management).
• Purchase any items needed for the gardens as required.
• For ad hoc office purchase requests, assess needs, obtain prices for comparison, discuss with the people concerned and purchase agreed items within the budget or as agreed with the Financial Director.
• Purchase gifts for staff (special celebrations or bereavement etc.) or for overseas visitors.
• Purchase any items needed for functions.

7.0 Accounts Duties

• Complete accounting administration tasks as assigned by the FD. This includes: filing credit notes and invoices, loading purchase orders in the ERP system, electronically filing proof of deliveries against correct invoice.
• Assisting FD with finance responsibilities as requested for example: requesting updated BBBEE certificates from our suppliers, updating the asset register, assistance with managing contracts e.g. cellular phones etc.

8.0 Travel

• Make travel arrangements (flights, accommodation, car, visas etc.), for both local and international, as needed for the managers and other staff, as well as for visitors, and ensure that the traveler has all tickets, visas, itinerary details, forex etc. required.
• For local travel, assist with check-ins and other travel support whilst the staff member is travelling.
• For international travel, liaise and work with a travel agency for arrangements as needed. Review the travel agencies’ performance. If the performance is not satisfactory, negotiate with another agency to service the company's travel needs.
• Review travel costs and ensure that the most cost effective fares etc. are obtained.
• Ensure that the travel procedure is followed by all; review the travel procedure regularly to ensure that it is kept up-to-date.

9.0 Catering

• Ensures that teas and coffees are provided for meetings, and Cleaner is briefed
• Prepare lunches for visitors, as requested, and assist in any other area where catering is needed, e.g. staff functions
• Assist with planning of end of year celebrations

10.0 Keys and remotes

• To ensure the relevant people are given the correct keys (i.e. key holders) for opening the building, in conjunction with management. Maintain the key holder register.
• To ensure those staff who need them are given gate remotes, maintain remote register
• Maintain the key cupboard, ensuring that all keys are labelled.

11.0 General

• And any other ad hoc tasks and administrative projects that may be assigned by FD or MD.