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.
