PURPOSE OF THE JOB:
The FOH provides energetic and professional reception services and administrative support , with contagious energy and a “can do” attitude. As the FOH you must exhibit Values of professionalism, focus, responsibility and passion in everything they do. Reporting to the Purchasing Manager, the Office Coordinator is responsible for the productive maintenance of FOH and office related items. The role is to ensure 100% professional service delivery and execution across the board. Ensure execution of all maintenance related issues, manage supplier/vendor orders and relationships and provide support to regions. Assist with on/off boarding of staff, e-signatures and business cards. Assist with the Travel Portal and
allocation of free stock.
KEY RESPONSIBILITIES: FOH
• 100% compliance with the Perfect Call Process and 100% of all are directed to the correct person in a timely
and professional manner.
• 100% of visitors experience a positive, energetic and professional greeting.
• Develop and maintain a high level of awareness of the organization’s activities.
• Proactively identify general administration issues and suggest effective solutions.
• Ensure reception area is always kept clean and tidy.
• Greet and announce visitors with energy and professionalism.
• Keep a record of all visitors signing in and out of the building.
• Manage and Coordinate courier services and mail distribution within HQ using an online tool.
• Assist the Brand Team with the online Consumer Handling Tool and ensure all requests are responded to within
48 hours of receipt.
• Assist Defensive Lines with internal staff functions and with Company Conferences.
• Provide office supplies (stationary, kitchen supplies, Monday Lunches & bar stock) for staff and maintain
• adequate stock levels.
• Review, update and circulate the staff contact and birthday lists when required.
• Send out communication of staff birthdays as well as any other staff celebrations.
• Assist HR in the induction of new employees.
• Create e-signatures and business cards.
• Coordinate building security passes, issuing new and replacement cards.
• Coordinate car parking register, allocating spaces.
• Build and maintain relationship with key service providers.
• Assist Operations Manager with general administration.
• Facilitate training of new FOH staff members when required.
• Ensure timeous delivery of services and consumables at agreed pricing/free stock whilst maintaining
transparency on all transactions (Supercare, Nespresso, Clover, Bidvest etc.) as per agreements.
• Consistent updates to respective FOH Handbooks.
• Express courier requests are actioned upon receipt.
• Standard courier requests are actioned by 15:00 on selected days with managements approval for any
exceptions.
• All postal mail is distributed by 12:00 daily
• Email transmissions are forwarded to the correct person within 15 minutes of receipt.
• All emails are responded to within 20 minutes of receipt.
• Invoices and expenses are processed in accordance with the time frames.
• Ensure filing is completed by the end of each week.
• Ensure all other projects requested by the Management Team and key managers are conducted efficiently and in
accordance with deadlines.
FACILITIES
• Ensure delivery of office consumables monthly and ensure 100% contract compliance.
• Arrange fumigation monthly Ensure all Office Policies & Protocols are current, adhered to and published (close
down procedure) and presented at onboarding of all new staff.
• Manage cleaning staff on site.
• Management of service provider relationships and facilitate monthly meetings
• Source quotes when required for new and alternative facility suppliers.
• Ensure supplier invoices are submitted for payment monthly
• Follow up on outstanding invoices or provide accruals.
• Ensure office branding is “brand fit” (athlete wall and internal branding).
• Order office alcohol according to stock levels aligned with the monthly office budget.
• Ensure all office security (ADT) is to regulation and log calls on any issues.
HSE
• Oversee the resolution of all defective HSE elements (posters OHS Act) in the offices monthly.
• Approval of all HSE elements needed to ensure 100% compliance within our national office spaces (update HSE
policy yearly).
• Ensue preventative maintenance plan and environmental reports are completed monthly (inspection sheets/check
lists)
•
TRAVEL
• Assist staff in troubleshooting and resolving travel portal related issues.
• Set up new profiles for all new business joiners.
• Remove/Add users when required as per termination/new joiner tickets.
• Ensure all staff are linked to their correct BORG (Buying Organization) by maintaining and updating travel
portal.
• Staff travel matrix to be kept up to date and distributed
KNOWLEDGE AND SKILLS
• Proficiency in MS office (Experience email tools, spreadsheets and databases)
• Time management skills and ability to multi-task and prioritize work
• Attention to details and problem solving
• Strong written and verbal communication skills
• Strong organizational and planning skills in a fast—paced environment
• A creative mind with ability to suggest improvements
• Customer service orientated
• Organizational skills
Admin
EDUCATION AND EXPERIENCE
• Matric/Grade 12
• Driver’s license code 08
• 2 years previous experience in FOH and office administration/office management, manage staff
• Accounting and business administration
• BA in business administration and management
