Office and Facilities Administrator at Rubicon Energy & Automation

Key Responsibilities:

Administrative Support:

• Maintain office supplies inventory, reorder supplies as needed, and ensure a well-stocked and organized supply room.
• Assist in the requirements for schedule meetings, conferences, and appointments, coordinating calendars, booking meeting rooms, and arranging refreshments as may be required
• Back-Up Reception Support in managing incoming and outgoing correspondence, emails, and phone calls, directing them to appropriate individuals or departments.
• Prepare and format documents, reports, presentations, and spreadsheets as required.

Facilities Coordination:

• Monitor and maintain the cleanliness, orderliness, and appearance of the office spaces.
• Collaborate with maintenance and cleaning personnel to ensure the office is well-maintained and presentable at all times as.
• Coordinate office repairs, equipment maintenance, and servicing, promptly addressing any issues that arise as directed by your line manager.
• Co-ordinate vendors and service providers related to facilities, including janitorial, security, and maintenance services as directed by your line manager

Visitor Interactions:

• Greet and assist visitors, clients, and guests, ensuring a positive and professional experience.
• Coordinate visitor access, security protocols, and visitor badges as required.
• Arrange for catering and refreshments for meetings and events involving external guests as may be directed

Data Management:

• Maintain accurate and organized records related to office expenses, vendor contracts, and facilities maintenance as directed by your line manager
• Assist in preparing expense reports and budget tracking related to facilities and office supplies.
• Compile and present relevant data and reports to management as requested.

Health and Safety Compliance:

• Support compliance with health and safety regulations and emergency procedures as directed by your line manager.
• Support the coordination of fire drills, evacuation plans, and safety equipment checks as directed by your line manager.
• Address safety concerns promptly and report any incidents to the appropriate authorities.
• The role primarily operates within the office environment but may require occasional interactions with external vendors and service providers. The Office and Facilities Administrative Support will need to move around the office spaces to perform various tasks related to facilities coordination.

Role requirements are:

• Matric/NQF4 level qualification is essential
• 3-5 years' experience of working as an Office Administrator/Facilities Support or other relevant position essential
• Tertiary Qualification in business administration or other relevant area will be advantageous
• Valid driver's licence (essential), own vehicle (preferred)
• Strong communication and interpersonal skills with good patience and professionalism
• Experience with basic bookkeeping principles and office management systems and procedures would be preferred
• Excellent knowledge of MS Office
• Good practical experience with office equipment
• Experience in customer service
• Organized and reliable with prioritizing and multi-tasking abilities