Receptionist & Office – Co-ordinator - Centurion

SUMMARY:
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POSITION INFO:

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 in

Afrikaans)

Must have valid driver’s licence

Computer literacy in MS Office (Word, Excel, Powerpoint), Microsoft Outlook

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 thisinformation 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.

Please only send certificates when requested to do so