Office Coordinator

Reference: 4989 SJ
Consultant: Sone Johnson

Job Description:

  • Budgets – track and monitor office budget expenditure
  • Payments – submit invoices for payment and manage petty cash
  • Office Supplies and equipment – monitor and manage the supply of office equipment and materials (including kitchen supplies, stationary & cleaning chemicals).
  • Office/ building management – work with building management and internal stakeholders to ensure the office is optimally functioning and address any issues which occur (e.g. leaks, aircon)
  • Cleaning – oversee the cleaning staff and manage relationship with cleaning vendor.
  • Recruitment – post job adverts, screen CVs, set up interviews, provide feedback to candidates, arrange pre-employment checks and maintain the ATS (applicant tracking system)
  • New joiners – make necessary arrangements for new joiners (obtain security tags, update records and set employee up for benefits and payroll.)
  • Monitoring and reporting – monitor, report and chase competition from managers for tasks such as performance reviews, absence documentation, onboarding documents etc.
  • HR Admin – scanning, maintain employee records, filing, draft documents, produce reports and provide employees with necessary letters e.g. confirmation of service
  • Compliance- ensure Health & Safety compliance for office; provide data for Employment Equity and Work Place Skills
  • Payroll – Compile a monthly list of monthly payroll requirements – overtime, new joiners, leavers, ad hoc changes and leave reporting
  • Reception – manage visitors, phone lines, phone extensions, deliveries and booking of meeting rooms.
  • Vendors – maintain the relationship with and details of vendors (incl. input into contract negotiation)
  • Office engagement – support the organization of staff events and engagement initiatives throughout the year
  • Leavers- schedule exit interviews and remove leavers from benefits and payroll
  • Ad hoc any ad hoc duties as requested by the HR Director

Qualifications:

  • University degree preferable (an advantage will be diploma in the field of HR management, Business Administration, Finance)
  • Previous experience in Office administration or management at least 3-5 years in a similarly sized company
  • Exposure to payroll processes
  • Reliability and discretion
  • Excellent computer skills (proficiency in Microsoft Office suite, especially excel)
  • Excellent communications skills (open, clear and appropriate)
  • Naturally empathetic with staff, whilst being firm and direct
  • Ability to handle ambiguity and diverse workload
  • Well organized, responsive, able to priorities and multitask
  • Attention to detail and a high level of accuracy
  • Calm and collected under pressure
  • Relationship-building skills

How to Apply:

  • Email your comprehensive CV to exceedhr@exceed.co.za.
  • If you are already registered, please forward your CV and the relevant reference number to the consultant with whom you are currently registered in order to avoid duplicity on our system.
  • We reserve the right to only conduct interviews with candidates of choice.
  • Applicants who have not received feedback within 30 days from the closing date must please accept their application as unsuccessful.

To apply for this job email your details to exceedhr@exceed.co.za