Frontline Office Coordinator at RecruitMyMom

Job Description

• Ensuring an exceptional front-of-house presence and supporting operational excellence, this position plays a key role within a professional private office environment. Managing first impressions, managing the reception environment, and coordinating everyday office workflows are vital components of this role.
• This full-time position requires working in the office on a 4-month fixed-term contract for maternity cover. The contract begins on 1 August 2026 and concludes end November 2026. High output, professional presentation, and artificial intelligence proficiency are essential to delivering comprehensive administrative support across multiple internal departments.

Key Responsibilities

• Front Desk & Customer Service: Greet and assist all visitors to ensure a professional first impression. Answer and direct incoming calls and emails to the correct departments, manage reception area cleanliness and presentation, and handle general enquiries, escalating when necessary.
• Administration & Office Support: Perform daily administrative duties including filing, scanning, copying, and data capturing. Assist with preparing documents, reports, and invoices. Provide administrative support to the Finance team and assist the Company Secretary with KYC processes and related documentation.
• Office Coordination & Daily Operations: Manage meeting room bookings and schedules, and coordinate couriers, deliveries, and outgoing parcels. Prepare daily lunch menus and arrange the purchasing of groceries. Monitor and maintain office provisions such as tea, coffee, and cleaning supplies, placing orders when required.
• Project & Finance Support: Assist with the SA Joint Giving Project by requesting and comparing supplier quotes, submitting invoices to the correct departments for approval, and tracking payments while ensuring items are sorted and distributed correctly after payment.
• Fleet & Asset Management: Capture and maintain accurate fleet reports, ensure all vehicle licences and traffic fines are paid and up to date, and coordinate the servicing, maintenance, and repairs of fleet vehicles.
• Team Support & Supervision: Oversee the driver and the housekeeper in their daily duties by providing instructions, allocating tasks, and following up on completion to ensure work standards and daily responsibilities are met.
• Office Supplies & Stationery: Monitor office stationery levels and usage, and order and maintain stock of all stationery and supplies.
• Compliance & Confidentiality: Ensure all confidential documents are handled securely, maintain proper filing systems and document control, and follow company policies and procedures at all times.

Requirements
Essential Requirements

• Full-time availability for the specified duration (1 August to 30 November 2026).
• Proven experience in a professional reception, administration, or office support role .
• Presentable, professional, and well-spoken communication style.
• AI proficient.
• Willingness to undergo background checks, including a Criminal and ITC check.

Desirable Requirements

• Experience providing administrative support to Finance teams or assisting with Company Secretary KYC processes.
• Experience overseeing or coordinating support staff such as drivers or housekeepers.

Required Software Skills

• MS Office
• Excel

Work Arrangement

• On site (Full time in office).

Employment Type

• Fixed Term (Maternity cover starting 1st August ending 30 November)