Personal Assistant / Receptionist & Office Co-Ordinator - Centurion

Job Specification

Presentable, hardworking, organised individual with good communication skills

Answering and directing calls in a professional and friendly manner

Receiving visitors into the office (Showing them to the Boardroom for meetings) and offering refreshments

Maintaining and purchasing office stationery and kitchen supplies

Load the Dishwasher just before 4 pm, switch it on, and unpack in the morning

Keep abreast of all staff birthdays and arrange a card and a gift voucher

Updating of the Birthday & Anniversary list and the Extension & Phone numbers list from time to time

Obtaining quotes for JHB office equipment and furniture for approval by the Directors from time to time

JHB IT liaison communicating between staff and IT Company re weekly site visits,

reporting any issues, ordering required hardware, and completing new user forms for new staff for the JHB office

Coordinate the onboarding of new staff with welcome packs, stationery, and the required office equipment

Coordinating and communicating with domestic workers regarding duties, checklists, and time keeping

Managing JHB boardroom bookings and calendar, and ensuring the Boardroom is prepared for meetings with external guests

Internal daily Staff Movement email communication

Arrange annual service of all office equipment, including fire equipment, printers, aircons, and coffee machines, and maintain a record of the last service date

Arrange services of Company Vehicles as directed by the Operations Manager and

Maintain a record of the last service date

Communicating with JHB Landlord regarding water outages, cleaning of the parking area, and general maintenance issues of the premises

Issuing of any general internal order numbers

Monthly Petty Cash Control and Reconciliation by the 4th of every month

Travel

Coordinate and book all travel and accommodation for staff, customers, and suppliers as required, excluding Directors & International Travel

Travel arrangements include flight bookings, online check-ins, accommodation, car rental bookings, and itineraries

Update and source new corporate rates for accommodation bookings from time to time

Maintain a Travel spreadsheet of all travel done by all employees for nights out

Ensuring all travel expenses are added to the relevant Project Profitability

Costing, as well as a copy of the expenses, is added to the project folder on the server for record keeping

Reconcile travel and other expenses incurred on the Company credit cards and submit by the 3rd of the month

From time to time, follow up on tax invoices for payments made on proforma invoices for travel and other expenses

Prepare an invoice for travel costs to overseas suppliers who have visited South Africa, for reimbursement

Keep track of travel invoices sent to overseas suppliers and follow up with the Finance Manager to confirm if payment has been received

Keeping track of company cellphone accounts and liaising with management regarding upgrades and monthly bills

Keeping track of the vehicle licensing of all company vehicles and ensuring all licenses are renewed within the time frame

Ensuring all traffic fines in company vehicles are paid and assigned to the relevant staff member

Plan and coordinate office and company functions held in the office or Gauteng within the budget provided

Arrange end-of-year hampers for general workers and security

Keeping up to date & arranging medical appointments for technicians and site staff as

required for Health & Safety

Assistance with health and safety admin from time to time, including updating safety files

monthly with up-to-date medicals, IDs, and office information to ensure compliance with

safety requirements and printing safety files for site work as and when required

Maintain the Admin folder on the server with updated information, and update the relevant orders and electronic equipment list spreadsheets from time to time

Minimum Requirements

Fluent in English with good pronunciation

Must be able to communicate in Afrikaans

Must have a valid drivers licence

Computer literacy in MS Office (Word, Excel, PowerPoint), Microsoft Outlook

Ability to work alone and as part of a team, and accept directives from various members

of the management team

Reliable, on time, and a good communicator

Kindly note that by submitting your application for this career opportunity, you agree that Guardian Recruiting may use your application for the purpose of the recruitment and selection of the said position, and this information may be shared with the relevant stakeholders in the business.

Please note that only shortlisted candidates will be contacted.

Should you not have heard back within a two-week period, please assume that your application was unsuccessful.

All job postings are in accordance with our Client's BEE requirements.