Office and Facilities Coordinator at Ares Holdings

Key Responsibilities:

Reception Duties:

• Greet visitors and clients warmly, ensuring a positive first impression.
• Answer and direct phone calls to the appropriate employee.
• Manage incoming and outgoing packages.

Consumables Management:

• Maintain accurate records of consumable items such as tea, coffee, toilet paper, and other office supplies.
• Monitor stock levels and reorder supplies as necessary.
• Ensure the availability of necessary supplies for all employees.

Cleaning Staff Management:

• Schedule and oversee the work of cleaning employees to ensure a clean and well-maintained office environment.
• Conduct regular inspections to ensure cleaning standards are met.
• Address any issues or complaints related to office cleanliness.

Driver and Route Management:

• Coordinate schedules and routes for the company driver.
• Ensure timely and efficient transportation of goods.
• Maintain records of vehicle usage, maintenance etc.

Meeting and Boardroom Coordination:

• Schedule and prepare boardrooms for meetings, ensuring necessary equipment and supplies are available.
• Coordinate with employees to confirm meeting times and attendees.
• Provide support during meetings, such as arranging refreshments and snacks with the “tea lady”.

Office Efficiency and Organization:

• Implement and maintain office policies and procedures to ensure efficient operations.
• Ensure office maintenance is dealt with efficiently and escalated when necessary.
• Assist in the coordination of office events and activities.
• Maintain an organised filing system for important documents and correspondence.
• Assist in onboarding new employees, including setting up workstations and providing necessary supplies, setting up for Birthdays and other special events.

Administrative Support:

• Provide general administrative support to the management team and other employees as needed.
• Prepare and distribute internal communications and announcements.
• Assist with special projects and tasks as assigned by management.

Qualifications:

• Proven experience in an office coordinator, receptionist, or similar administrative role.
• Excellent organisational and multitasking abilities.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to handle confidential information with discretion.
• Grade 12 or equivalent;