Office Administration Support - Johannesburg, South Africa - BTE Renewables

Description

PURPOSE**:

Provides front desk reception by welcoming all visitors and staff, directing, and announcing them professionally and appropriately, arranging refreshments and answering the company switchboard to provide a welcoming experience.

Ensuring that the reception and boardrooms are tidy and presentable. Responsible for sending and receiving courier items.

Assist in ensuring the day-to-day smooth operation of the office building's facilities through administrative support, including contractor liaison and documentation, as well as coordination of staff and office equipment during relocation, and at times, supervision, and physical assistance with maintenance tasks.

Assist with basic HR administration and all office functions support.


DUTIES:


Office Support

• Answers and addresses incoming phone calls in a timely and polite manner to provide professional experience.
• Clearly determines the purpose of the call to direct the calls appropriately.
• Deals with queries and provides correct information to ensure third parties are informed.
• Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately.
• Determines visitor needs in a professional manner to ensure company is viewed positively.
• Offers refreshments to visitors where appropriate.
• Notifies company personnel of visitor arrival to ensure the visitor is attended to.
• Keeps reception area clean and neat.
• Ensures back up when absent from reception desk to ensure reception is not vacant.
• Books meeting rooms and informs participants.
• Set up meeting rooms with the necessary stationery and equipment for efficient running of meetings.
• Ensuring meeting rooms are always tidy.
• Monitors people coming and going through the reception doors to only allow approved visitors.
• Takes and delivers messages accurately and completely to ensure correct action is taken.
• Be aware of and reports suspicious activity to safeguard assets.
• Responsible for sending and receiving of courier items to ensure accurate delivery of goods.

Facilities Management

• Assist in upkeep and maintenance of the company's building and equipment.
• Ensure office equipment is in working order and report any faults where necessary.
• Ensure the daytoday smooth operation of an office building's infrastructure, through administrative support, including contractor liaison, documentation, as well as coordination of staff and office equipment during relocation, and at times, supervision, and physical assistance with maintenance tasks.
• Liaises with suppliers and contractors.

Ad hoc duties

• Assist in basic HR administration as requested by line manager.
• Assist in organising company events and/or initiatives.

EXPERIENCE AND QUALIFICATION:

• Must have a matric or senior certificate.
• Must have a National Diploma in Business Administration, HR, or NQF equivalent.
• Should have at least 5 years experience in a similar position.
• Should be able to handle multiple tasks.
• Should have interactive communication and problemsolving skills.
• With exposure to the renewable energy sector will be an added advantage.
• Must be proficient in Microsoft Office packages.