Front Office Liaison at South African National Space Agency (SANSA)

Key performance areas will include, but are not limited to:

• Ensuring smooth operations of the front office at the site
• Acting as a point of entry for visitors into the facilities by electronically completing and authorising access
• Welcoming and ushering visitors to the meeting points
• Preparing and offering welcome drinks for guests
• Managing and updating electronic noticeboards and screens
• Screening and directing calls and emails in a professional and efficient manner
• Liaising with internal and external stakeholders on booking and meeting arrangements (booking appointments, managing meeting rooms reservations, and coordinating schedules for staff members)
• Handling queries and complaints from employees, clients or external stakeholders and facilitating official responses  
• Purchasing office supplies and monitoring inventory (i.e. groceries, kitchenware and hygiene materials)
• Ensuring that deliveries are received by relevant recipients (or when necessary, receive deliveries on behalf of recipients)
• Maintaining and updating records and files on office expenses
• Maintaining several databases, including staff birthdays and telephone lists
• Ensuring the highest standards of general housekeeping of print room, storeroom, reception area, boardrooms and kitchens
• Providing SHEQ administration (facilitating SHE committee meetings, taking minutes, updating all required documents on the existing integrated management system (IMS), assisting with incident log, compiling SHE communication (toolbox talks), coordinating SHE training and emergency drills    
• Proactively ensuring that a positive reputation is created and maintained at all relevant touchpoints.

Requirements

The ideal candidate must have the following qualifications and experience:

• Grade 12 (matric) and a certificate in administration or equivalent qualification
• A 3-year diploma/degree in administration or equivalent qualification, together with any SHERQ-related certificate would be advantageous
• At least 3 years of work experience in reception, office administration or SHERQ administration  
• Computer literacy in Sage X3, Word, Excel, SharePoint, PowerPoint and Outlook
• Excellent communication and people skills
• Good organisational and multitasking abilities
• Be tech-savvy (iPad, cellphone applications, Wi-Fi, electronic messaging boards, social media, etc.)
• A valid drivers license