Office Coordinator/ Administrator
Burgiss is the leading global provider of private capital data and analytics. Our analytics platform and research quality data help clients make better investment decisions.
The Office Coordinator/ administrator will be the face of Burgiss Stellenbosch. They will be responsible to ensure the office space is optimal and all supplies are managed. The main responsibilities include coordination of office operations (space, supplies and equipment), compliance (health & safety; labour legislation), payroll preparation, HR administration (records, documents, filing and reporting) and management of vendor relationships.
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, Skills & Experience
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