Job Description

Are you ready to bring your contagious energy and "can do" attitude to a dynamic workplace in KwaZulu-Natal? We're looking for a highly motivated and energetic Office Coordinator to join this amazing team based in KwaZulu Natal.

As the face and voice of our clients company, you'll play a pivotal role in delivering professional reception services and administrative support.

Key Responsibilities:

Front of House (FOH):

• Ensure 100% compliance with the Perfect Call Process, directing all inquiries professionally and promptly.
• Greet and announce visitors with enthusiasm and professionalism.
• Maintain a clean and tidy reception area.
• Manage visitor sign-in and out processes.
• Coordinate courier services and mail distribution.
• Provide office supplies and maintain stock levels.
• Assist with staff onboarding and e-signatures.
• Handle business card coordination.
• Maintain security passes and car parking registration.
• Build and maintain relationships with service providers.
• Facilitate FOH staff training when needed.
• Ensure timely delivery of services and consumables.
• Keep FOH Handbooks up to date.

Administration:

• Process courier requests promptly.
• Distribute postal mail daily.
• Forward email transmissions to the correct recipients.
• Respond to emails promptly.
• Process invoices and expenses within specified time frames.
• Maintain efficient filing systems.
• Assist with additional projects as needed by the management team.

Facilities:

• Ensure timely delivery of office consumables.
• Arrange monthly fumigation.
• Manage on-site cleaning staff.
• Maintain relationships with facility service providers.
• Source quotes for facility suppliers when required.
• Manage supplier invoices and follow up on outstanding payments.
• Ensure office branding is consistent.
• Monitor office security (ADT).

Health, Safety, and Environment (HSE):

• Oversee resolution of defective HSE elements.
• Approve HSE elements to ensure compliance.
• Maintain preventative maintenance plans and environmental reports.

Travel:

• Assist staff with travel portal issues.
• Set up profiles for new business joiners.
• Maintain and update the travel portal.
• Keep the staff travel matrix up to date.

Requirements:

Knowledge and Skills:

• Proficiency in MS Office.
• Excellent time management skills.
• Strong attention to detail and problem-solving abilities.
• Effective written and verbal communication skills.
• Strong organizational and planning skills.
• Creative thinking with a focus on improvement.
• Customer service orientation.

Education and Experience:

• Matric/Grade 12.
• Driver's license (code 08).
• Minimum of 2 years previous experience in FOH and office administration/office management, including staff management.
• Knowledge of accounting and business administration.
• BA in business administration and management (preferred).

If you're ready to bring your energy and professionalism to a vibrant team in KZN, we want to hear from you! Join us in delivering top-notch service and making a positive impact. Apply today and be a part of this dynamic workplace.

O'Brien Recruitment