Front Office Coordinator Wanted in Cape Town at Ecowize

Ecowize is looking for a professional, organised, and service-oriented Front Office Coordinator to coordinate front-office, reception, and general office-support activities, ensuring a welcoming and professional experience for all visitors and stakeholders.

Job Description

Ecowize is looking for a professional, organised, and service-oriented Front Office Coordinator to coordinate front-office, reception, and general office-support activities, ensuring a welcoming and professional experience for all visitors and stakeholders. The role will oversee switchboard management, provide administrative support, coordinate courier services and deliveries, manage stock control, coordinate housekeeping and groundskeeping activities, and assist with general office maintenance and service-provider requirements.

Key Responsibilities

1. Create a welcoming experience for all visitors and manage the switchboard effectively.

• Ensure effective management of the switchboard by answering, screening, and forwarding incoming calls in a professional manner.
• Provide basic and accurate information in-person and via phone/email by transferring calls to the appropriate department or person within the expected timeframe. When transferring calls, ensure you first speak to the person receiving the call to explain who is calling and in connection with what.
• Delight customers on first contact and interaction. Warmly greet and welcome guests as soon as they arrive at the office; also ensure they are always offered refreshments.
• Gather all required information pertaining to queries before escalating it appropriately.
• Provide customers with relevant information and contact details of relevant internal stakeholders to ensure queries are resolved or escalated within the expected timeframe. Always have an up-to-date organogram and contact list of who to contact for what.
• Ensure switchboard systems are in working condition and escalate when issues are not resolved. Issues are escalated proactively to the line manager.
• Ensure reception area is clean and neat. Ad-hoc checks by line manager. Packages to be collected must not be stored in the reception area.
• Ensure own appearance is neat and professional with a positive, friendly attitude. Feedback from internal and external stakeholders.
• Be consistent in arriving punctually at the office and communicate and plan if time off is required.

2. Staff management (housekeeping)

• Coordinate tasks.
• Assist the team with solving problems.
• Escalate concerns raised by the housekeeping team to the Office Manager.
• Drive constructive conversations to ensure a feasible outcome.

3. Provide general administrative support in a timely and efficient manner

• Provide general administrative or office assistance on a regular or ad-hoc basis. Ensure that these tasks are completed accurately and within the required time.
• Coordinate shipments for courier services.
• Communicate the collection of deliveries.
• Prepare and package supplies for shipment e.g., PPE, Equipment, Corporate Apparel, Staff and Customer Gifts.

4. Stock control and general building maintenance

• Control stationery inventory. Responsible for tidiness and maintenance of the reception area and stationery storeroom /or cupboard and advising on all stationery required to be ordered, and keeping a file log of all stationery expensed.
• Maintenance – Responsible for Water dispenser and Coffee Machine servicing. Arrange the service as and when required upon approval. Assist the Office Manager with any maintenance issues.
• Servicing of any equipment – Aircon and Fire Hydrants in Cape Town offices.
• IT – Assist with printer toner orders and any Printer service call-outs.

5. Company travel bookings and management

• Coordinate and arrange business travel bookings including flights, accommodation, car hire, airport transfers and other travel-related services.
• Process travel bookings in accordance with company policies, procedures and budgetary requirements.

Job Requirements

• Grade 11 qualification (essential).
• Grade 12 or university entrance (desirable).
• Administration or Secretarial qualification (desirable).
• Experience in reception, switchboard management and general administration.
• General business exposure.
• Knowledge of telephone etiquette and general administrative procedures.
• Excellent verbal and written communication skills, including online and telephonic communication.
• Strong interpersonal and organisational skills.
• Ability to multitask and manage competing priorities effectively.
• Proficiency in MS Office applications.

When applying for jobs, ensure that you meet the minimum job requirements.

The Company is committed to complying with legislation and to meeting strategic goals regarding employment equity.