Office Coordinator & Receptionist at hearX Group

Job Purpose:

• Manage office and building facilities and ensure a safe and effective working environment. Build a cohesive office and team environment and ensure employee satisfaction.  Ensure that hearX is the best place to work for employees in the world.

Minimum education (essential):

• National Senior Certificate

Minimum education (desirable):

• Relevant Office Administration Course

Minimum applicable experience (years):

• 7 years

Required nature of experience:

• Office administration
• Procurement of office equipment and consumables
• Budget management
• Supplier liaison
• Facility management 
• Housekeeping
• Health and Safety
• First Aid

Skills and Knowledge (essential):

• Computer literate
• Dealing with upset individuals
• Emotional maturity
• Resolving employee problems or complaints
• OHSA (first aid training required and will be provided by the Company if successful candidate does not have the required certificate)

Other:

• Own transport would be required.
• All travel for business purposes will be claimed back from the Company.
• Available after hours in case of emergency.
• Working hours: 8:00 - 17:00

Essential Competencies:

• Showing Composure
• Thinking Positively
• Valuing Individuals
• Meeting Timescales
• Checking Things
• Managing Tasks
• Producing Output
• Taking Action

Important Competencies:

• Examining Information
• Developing Expertise
• Adopting Practical Approaches
• Generating Ideas
• Interacting with People
• Establishing Rapport
• Articulating Information
• Making Decisions
• Embracing Change
• Inviting Feedback
• Understanding People
• Upholding Standards

Team Management 15%

• Manage the office support team, ensuring high quality work
• Increase team’s effectiveness with the following:
  • Recruitment, selection and orientation
    Training and development
  • Assign accountabilities and plan
  • Monitor and appraise job and project results
• Develop a climate for offering information and opinions
• Ensure the team meets timelines and produces content of the highest quality, always maintaining the professional image of hearX internally and externally
• Ensure that the team has the support and resources it needs to thrive and develop professionally
• Liaise with Executive Assistant on Team Events, Year End Function and other banqueting, ensuring full administration team collaboration and execution

Reception Management 10%

• Manage the visitor process: greet, direct and assist visitors, ensuring that the team provides visitors with the access and refreshments they require
• Keep up to date with visitors and ensure they are attended to
• Ensure that there is always a responsible person manning the reception desk and office phone
• Keep up to date with staff movements and events
• Book, manage and prepare facilities as required
• Ensure that packages and deliveries are received and managed
• Answer, address and determine purpose of incoming phone calls, forward calls to the appropriate person and deliver messages accurately and completely
• Deal with queries and provide correct information
• Complete administrative tasks, such as filing, data entry, and document preparation, where required

Office Management 30%

• Ensure that Office Administrator’s duties are completed and make alternative arrangements in their absence
• Ensure that  Housekeepers’ duties are completed and make alternative arrangements in their absence
• Ensure that  Barista duties are completed, quality of service is up to standard and make alternative arrangements in their absence
• Monitor and purchase consumables, stationary and first aid supplies
• Obtain quotes and order office equipment, whilst overseeing installation, as required
• Liaise with IT to ensure smooth and effective office operations and stock procurement and management
• Oversee employee onboarding and off-boarding processes
• Assist with internal staff functions (birthdays, socials and year end functions)
• Oversee office space allocation and seating arrangements in collaboration with management
• Arrange catering and refreshments as required

Facility Management 20%

• Maintain the maintenance register
• Liaise with office park management regarding maintenance
• Oversee the maintenance and repair of office facilities, including aircons, plumbing, electrical systems, and general upkeep
• Coordinate with external vendors and contractors for facility-related services
• Ensure that office assets are maintained and the asset register is kept up to date
• Manage the aesthetics of the office and conduct regular inspections of the facilities to proactively identify and address any issues
• Manage access control and parking bays
• Manage security measures, including access control and alarm systems, correspond with armed response as required
• Act as the first-point-of-contact for armed response, 7-days a week

Finance 10%

• Manage office operations & consumables budget
• Report on budget versus actuals as required
• Log expenses and receipts on Xero as required
• Ensure cost-effective solutions for office operations

Health & Safety 10%

• Ensure that workplace practices comply with the Occupational Health and Safety (OHS) Act 85 of 1993 and relevant regulations
• Implement and enforce safety protocols and procedures to maintain a safe working environment
• Conduct regular safety audits and inspections to identify potential hazards and ensure compliance with OHS Act standards
• Collaborate with health and safety committees to develop and update safety policies and procedures
• Keep up-to-date with changes in OHSA legislation and ensure that the organization remains compliant

QMS 5%

• Ensure that QMS guidelines are adhered to
• Own and manage the Office QMS process and associated records
• Ensure that all supporting documents and records are kept to date
• Ensure that all processes are kept relevant