Receptionist / Facilities Manager

Receptionist / Facilities Manager

Durban, SA
Salary: Competitive

The Role

If you're a great organiser with strong communication and administration skills, then this is the role for you!

The ideal candidate is highly self-motivated, professional, possesses exceptional interpersonal skills, is friendly with a professional demeanor, strong organizational skills and can manage their workload and prioritising tasks in a fast-paced environment.

 

Responsibilities

Reception

  • Managing the Durban office reception area efficiently in terms of incoming calls as well as guest welcome and facilitation, including parking access and validation
  • Assist the HR with welcoming and facilitating all new employees throughout their Induction (including the office tour, parking access, as well as general assistance)
  • Management of post and couriers

Admin

  • Assist with meeting room bookings using Google calendars
  • Assist with the maintenance of electronic and written communication such as memos, reports, presentations, flow charts, and organization charts, using applicable company standards
  • Assist with Bonusly reward administration
  • Assist with the Jellyfish SA asset register
  • Assist with adhoc administrative tasks

Facilities

  • Assist with Health and Safety regulations and compliance within all the SA offices
  • Maintain the condition of the Durban office (as well as the other SA offices when necessary) and arrange for necessary repairs with external service providers where needed
  • Manage the purchase and inventory of consumables including stationary and groceries for the Durban office (as well as the other SA offices when necessary)
  • Assist with the Management of all the SA cleaning staff in terms of timekeeping and quality checks
  • Managing the invoicing of the Durban office management (as well as the other SA offices when necessary)and ensuring payments are timeously processed via the Finance department
  • Maintain the condition of the Jellyfish apartments and arrange for necessary repairs with external service providers where needed; as well as manage staff bookings

Events

  • Assist with employee engagement. This includes, but is not limited to adhoc socials, team-building, Jellyfest, Year-end functions and any other events as required
  • Ensure the acknowledgement of employee milestones (anniversaries, birthdays) according to current process
  • Acknowledge personal employee events like weddings, births etc. according to current process
  • Assist with Company Events. This includes, but is not limited to Digital Journeys, office launch parties and any other events as required

Internal Training

  • Assist with the administration of training and development initiatives, as needed
  • Assist with administration required for our academy programs (JFA)

External Training

  • Stock take of Training Manuals
  • Catering and hosting
  • Room set-up
  • Adhoc requests from UK training department

Executive / Operations Support

  • Support senior executives on an as-needed basis, with correspondence, travel arrangements and calendar management
  • Assist with adhoc administrative tasks

Experience Required

  • Experience in a similar role with proven track record of success
  • Relevant office management or administration qualification an advantage

Skill Requirements

  • High degree of computer literacy, Google Suite advantageous
  • Ability to multitask against competing priorities, in a fast-paced, responsive, working environment
  • Strong communication skills and the ability to produce high quality work
  • Strong interpersonal skills, particularly influencing and listening skills
  • Ability to work with all levels throughout the organization and cross-functionally
  • Exhibits a high level of attention to detail
  • High quality business writing skills
  • Excellent organisational skills
  • Ability to prioritise tasks effectively

Key Attributes

  • An outgoing, positive thinker, with consistent levels of evident enthusiasm
  • Flexible, versatile and copes well under pressure
  • Open and honest
  • Direct, is comfortable in giving and receiving constructive feedback
  • Has high personal standards and promotes them in others
  • A valued team member, who upholds Jellyfish's values and professional integrity at all times
  • Excellent attention to detail
  • Numerate and articulate
  • Maintains a diplomatic and professional approach to work in all circumstances
  • Accountable and responsive; able to deliver outcomes effectively
  • Displays a consistent level of evident enthusiasm
  • Lives and breathes Jellyfish boutique agency traits
  • Lives and breathes Jellyfish core values:
    - Be Positive
    - Be the Solution
    - Be Accountable
    - Be Passionate
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