Receptionist & Office Co-Ordinator - Centurion

SUMMARY:
Our client is looking for a dynamic and energetic individual to join their expanding team in the capacity of a Receptionist and Office Coordinator position in Centurion

POSITION INFO:
Job Specification
Presentable, hardworking, organised individual with good communication skills
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
Load the Dishwasher just before 4 pm, switch it on, and unpack in the morning
Keep abreast of all staff birthdays and arrange a card and a gift voucher
Updating of 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 re weekly site visits,
reporting any issues, ordering required hardware, and completing new user forms for new staff for the JHB office
Coordinate 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
Arrange annual service of all office equipment, including fire equipment, printers, aircons, and coffee machines, and maintain a record of the last service date
Arrange services of Company Vehicles as directed by the Operations Manager and
Maintain 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 of any general internal order numbers
Monthly Petty Cash Control and Reconciliation by the 4th of every month

Travel
Coordinate 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 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, as well as a copy of the expenses, is added to the project folder on the server for record keeping
Reconcile travel and other expenses incurred on the Company credit cards and submit by the 3rd of the month
From time to time, follow up on tax invoices for payments made on proforma invoices for travel and other expenses
Prepare an 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 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
Plan and coordinate office and company functions held in the 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 the Admin folder on the server with updated information, and update the 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.