1. Annexure A
Job Specification – Office Coordinator
Role Purpose and Key Tasks
Office Management:
 Answering of switchboard in a fast , efficient manner
 Taking and distributing of messages via Outlook
 Receiving of clients and visitors
 Co-ordinating and managing meeting room bookings and parking for visitors
 Assisting with catering requirements for office functions and meetings
 Co-ordinating and booking local and international travel
 Ordering and collecting/distributing of stationery as well as weekly/monthly grocery requirements
 Sorting and distribution of incoming and outgoing mail
 Responsible for incoming and outgoing courier documents
 Updating and distributing telephone extension list
 Liason with external vendors and contractors eg: stationery; office equipment; refreshments etc
 Managing any office related queries and related complaints from staff
 Supervision of office cleaners
 Ensuring that kitchen, reception, meeting rooms and office areas are clean and tidy at all times
 Ensuring that all day to day and ad hoc requests are completed thoroughly by the cleaning staff
HR Administration:
 Control and distribution of access cards and parking bay allocations
 Assisting with new joiner process: preparation of work stations; preparation of starter packs etc
 Input and filing of leave forms
 Updating personnel details
 Regular filing of all HR documentation
 Ensuring that all HR tasks are done with utmost confidentiality
 Assisting with compliance to Occupational Health & Safety regulations
Directors Support:
 Managing of Director’s diaries, where required
 Assisting Directors with any secretarial requirements
Administration Responsibilities
 Minute taking of Board meeting
 Assisting R&D with Assima Support Centre and Internal TFS
 Assisting FD with bookkeeping function
 Assisting MD/Sales & Operations with any marketing and event planning initiatives
 Assisting the JHB Branch office with any of the above mentioned responsibilities
 Petty cash – handling and reconciliation
 Ensuring utmost security and control around petty cash
Experience, Technical Requirements and Qualifications:
 Minimum of 5 years in a similar role
 MS office – Word, Outlook, PowerPoint and Excel
 Excellent organisational skills
 Excellent written and verbal communication skills
Key Competencies
Thinking
Client Thinking
Forward Thinking
Influencing
Interpersonal Awareness
Concern for Impact
Relationship Management
Achievement
Thoroughness
Results Delivery
Information probing
Self Management
Flexibility
Disciplined
Persistence
Learning Orientation