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