Work Location:180 Garsfontein Road, Ashlea Gardens, PretoriaJob PurposeManage 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 CertificateMinimum Education (desirable)Relevant Office Administration CourseMinimum Applicable Experience (years)7 yearsRequired Nature Of ExperienceOffice administrationProcurement of office equipment and consumablesBudget managementSupplier liaisonFacility managementHousekeepingHealth and SafetyFirst AidSkills And Knowledge (essential)Computer literateDealing with upset individualsEmotional maturityResolving employee problems or complaintsOHSA (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 - 17:00Essential Competencies:Showing ComposureThinking PositivelyValuing IndividualsMeeting TimescalesChecking ThingsManaging TasksProducing OutputTaking ActionImportant Competencies:Examining InformationDeveloping ExpertiseAdopting Practical ApproachesGenerating IdeasInteracting with PeopleEstablishing RapportArticulating InformationMaking DecisionsEmbracing ChangeInviting FeedbackUnderstanding PeopleUpholding StandardsTeam Management 15%Manage the office support team, ensuring high quality workIncrease team's effectiveness with the following:Recruitment, selection and orientation Training and developmentAssign accountabilities and planMonitor and appraise job and project resultsDevelop 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 requireKeep up to date with visitors and ensure they are attended toEnsure that there is always a responsible person manning the reception desk and office phoneKeep up to date with staff movements and eventsBook, manage and prepare facilities as requiredEnsure that packages and deliveries are received and managedAnswer, address and determine purpose of incoming phone calls, forward calls to the appropriate person and deliver messages accurately and completelyDeal with queries and provide correct informationComplete administrative tasks, such as filing, data entry, and document preparation, where requiredOffice Management 30%Ensure that Office Administrator's duties are completed and make alternative arrangements in their absenceEnsure that Housekeepers' duties are completed and make alternative arrangements in their absenceEnsure that Barista duties are completed, quality of service is up to standard and make alternative arrangements in their absenceMonitor and purchase consumables, stationary and first aid suppliesObtain quotes and order office equipment, whilst overseeing installation, as requiredLiaise with IT to ensure smooth and effective office operations and stock procurement and managementOversee employee onboarding and off-boarding processesAssist with internal staff functions (birthdays, socials and year end functions)Oversee office space allocation and seating arrangements in collaboration with managementArrange catering and refreshments as requiredFacility Management 20%Maintain the maintenance registerLiaise with office park management regarding maintenanceOversee the maintenance and repair of office facilities, including aircons, plumbing, electrical systems, and general upkeepCoordinate with external vendors and contractors for facility-related servicesEnsure that office assets are maintained and the asset register is kept up to dateManage the aesthetics of the office and conduct regular inspections of the facilities to proactively identify and address any issuesManage access control and parking baysManage security measures, including access control and alarm systems, correspond with armed response as requiredAct as the first-point-of-contact for armed response, 7-days a weekFinance 10%Manage office operations & consumables budgetReport on budget versus actuals as requiredLog expenses and receipts on Xero as requiredEnsure cost-effective solutions for office operationsHealth & Safety 10%Ensure that workplace practices comply with the Occupational Health and Safety (OHS) Act 85 of 1993 and relevant regulationsImplement and enforce safety protocols and procedures to maintain a safe working environmentConduct regular safety audits and inspections to identify potential hazards and ensure compliance with OHS Act standardsCollaborate with health and safety committees to develop and update safety policies and proceduresKeep up-to-date with changes in OHSA legislation and ensure that the organization remains compliantQMS 5%Ensure that QMS guidelines are adhered toOwn and manage the Office QMS process and associated recordsEnsure that all supporting documents and records are kept to dateEnsure that all processes are kept relevantThis job description is not a definitive or exhaustive list of responsibilities and is subject to change depending on changing business requirements. Employees will be consulted on any changes. Employee's performance will be reviewed based on the agreed upon objectives.
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