Introduction

 Are you a self-starter who enjoys working with people, managing day-to-day operations, collaborating with a team of professionals and earning the trust of your colleagues? If this sounds like you, then you might be an excellent match for our Office Coordinator and SHEQ (Safety, Health, Environment and Quality) Administrator position! If selected, you’ll provide administrative support to a busy company head-office and satellite regional offices, and ensuring that SHEQ records are kept up-to-date, accessible and structured. While working together with the Ontec team, you’ll be the friendly face in the front office as you interact with visitors, customers, vendors, management and staff.

Scope of the role

 The SHEQ Administrator and Office Coordinator is responsible for the maintenance of a professional working environment in the Plattekloof office and all other Ontec sites. In addition, the incumbent is responsible for providing full administrative support to the SHEQ function, while maintaining & managing the smooth running of the Plattekloof office. Administrative support may be required by the CEO (Chief Executive Office) and Functional Heads from time-to-time

Key Responsibilities

 Support to CEO & Functional Heads:

 •        General adhoc duties as required

Finance Support:

•        Assist the Finance Department by creating purchase orders & generating goods receipts in SAP

•        Assist the Finance Department in identifying, on-boarding and maintaining reputable, cost-effective and B-BEE compliant suppliers.

Consumables and Stationery:

•        Manage office consumables and stationery stock levels and stock lists

•        Compare weekly stock take with ins and outs sheets

•        Complete consumables / stationery requisition forms for approval

•        Purchase office consumables and / or stationery as per approved requisition (may use company vehicle)

•        Generate monthly usage pattern reports and graphs

Safety, Health, Environment and Quality:

•        Provide administrative support to the Safety, Health, Environment and Quality function for the Plattekloof and Regional Offices

•        Maintain a structured and accessible repository of SHEQ documents, forms and records

Coordination and Administrative Duties:

•        Coordinate office activities and operations to secure efficiency and compliance to company policies

•        Manage local and international travelling processes & administration, including flights,       accommodation, rental vehicles, etc.

•        Manage general office administration, office upkeep and layouts

•        Manage the safekeeping of all keys at the Plattekloof office

•        Manage cleaning contractors

•        Manage catering requirements and catering service providers

•        Administer pool cars including proxies, license renewals, fines, etc.

•        Provide stand-in / relief for the main reception, including administration of courier service

•        Collect mail on a regular basis

•        Record and communicate Copier / Printer usage reports

•        Perform general adhoc duties as required

•        Administration of courier service

•        Operate the switchboard at the main reception

Requirements

•        Matric / equivalent

•        SHEQ training/ First Aid / Fire fighting

•        5 - 8 years in similar role

•        Familiarity with office management procedures and basic accounting principles

•        Code B Driver’s License

•        Advance level of MS Office proficiency (Word, Excel, PowerPoint; Access, Outlook)

•        Office administration qualification (Advantageous)

•        Experience in SAP (Advantageous)