Office Service Co-Ordinator
JOB DESCRIPTION STATEMENT

The Office Service Coordinator will report into the CFO forming part of companies team, providing support for the daily, weekly and monthly functions incorporated below.

KEY PERFORMANCE OBJECTIVES

CORE OBJECTIVE

ASSET CONTROL:

Stationary:

Maintain stationary stock levels to cover business needs at all times.
Coordinate stationery requestions from staff, issuing of stationery to staff, and ordering and procurement of stationery from suppliers, including price benchmarking to obtain competitive pricing.
Authorize invoices and provide necessary order and quote support together with invoices to finance for payment.
Reconciliation of stock usage on a monthly basis to stock ledger account.
Permission to Work books (PTW’s):

As with stationery procedures above
Laptop /PC’s/Employee assets:

Coordinate purchase requisitions and approvals for necessary staff assets required in the business (ie laptops, desktops, screens, furniture)
Obtain quotes and approval for purchase requisitions.
Expedite asset purchases based on approved quotes and requisitions.
Supply finance with all necessary supporting documentation for acquisitions, agreed to supplied invoice as proof of authorization. Submit all documentation to finance for payment timeously.
Coordinate all asset disposal approval forms, as well as asset transfer forms, and provide to finance for capturing timeously. (Finance needs to maintain asset register and GL ledger, documentation required to maintain accurate records).
Cell phones accounts/Neotel & Telkom accounts/Crystal Comm accounts/Printer contracts:

Maintain register of all accounts and allocated staff member details.
Obtain monthly invoices, analyse account expenditure into appropriate excel templates, obtain explanation for expense variances, and obtain necessary approval for expenditure.
Provide finance with necessary support documents and approval for monthly expenses together with reconciled invoices.
Obtain quotes and recommendations for new accounts and services, motivate to CEO any new account structures, including subscription structure, airtime structure etc to match the business needs
Maintain schedule of all agreements in place for printers/pabx systems etc.
Motivate for contract extensions as and when contracts are due to expire
Prepare analysis of business needs and motivation for terminating contracts and sourcing alternatives
Obtain quote and approval.
Insurance claims, records and transaction history:

Coordinate from employee all accident/incident reports, completion of necessary forms and submission to insurance companies within the required timelines.
Assess appropriate course of action with regards to claims procedure, motivating to management the claim process to be followed.
Maintain a register of all claims submitted, claim dates, claim numbers, incident date, claim value etc.
Reconcile claims register to claims reports obtained from service providers. Reconcile claims reports to payment requestions received from service providers.
Provide reconciliation and motivation for payment to finance together with remittance/advance payment requests.
Coordinate the process of obtaining necessary SAPS case numbers for submitting to insurers as part of claim.
Coordinate monthly meeting with insurance company to analyse and agree claims register between both parties. Ensure all history details are valid, accurate, complete, and are dealt with timeously, have no long outstanding claims, settlements or disputed items.
BOOKINGS:

Flight Bookings /Car-hire and Accommodation for all Prowalco staff:

Confirm travel requirements with employees & get appropriate authorization on email (coordinate new approval forms to be used going forward).
Obtain quotations from Flight Centre for all booking requirements within pre-agreed range.
Look at various options for travel requirements, flights, car hire, hotel accommodation, and coordinate appropriate options based on travel needs and economical alternatives. Propose economical solutions to travellers (CEO approves travel for his direct report’s, executives approve travel for their staff. Office Service Coordinate uses approval to coordinate the above, proposing and finalizing most economical travel alternatives), obtain approvals, and make necessary bookings.
Provide travellers with all necessary documentation required for their travel needs.
Coordinate travel invoices from Flight Centre or relevant booking agent. Coordinate all supporting documentation, together with approvals, and provide all agreed documentation to finance for payment.
Manage relationship with Flight Centre to ensure the account is kept current.
Maintain booking report detailing all travelling done and associated costs incurred by staff member by month.
FLEET MANAGEMENT /CONTROLLER:

Fleet Management/Controller:

Update Eqstra system with all necessary company and driver details, ensuring database includes all necessary information, tying driver to appropriate vehicle, Tom Tom number, Stanfleet card number, drivers license, contact details etc.
Coordinate approval/rejection for all EQSTRA Violations received, discussing Violations with Eqstra, considering assessment provided, and obtaining approval from the CEO when required, taking into account most cost effective alternatives.
Maintain a register of all EQSTRA Violations received, documenting decisions made and reason for decisions. Follow up on outstanding Violations and ensure expedited timeously.
Reconcile the monthly EQSTRA Actual Violations report to the approved Violations provided during the month. Provide Finance with sign-off on a monthly basis for the approved violations.
Check the EQSTRA Acrued Violations to EQSTRA Violations register, provide finance sign-off monthly to raise the accrual for outstanding violations.
Coordinate vehicles services within required timeframe, coordinating with appropriate Prowalco staff to avoid business interruption. Maintain vehicle register which tracks mileage, service history and service intervals.
Manage relationship with Eqstra.
Provide monthly reporting to CEO on vehicle maintenance.
Stanfleet Management/Controller:

Maintain Stanfleet report, including updating all vehicle details and driver details, managing terminations, additions and transfers.
Meet with Stanfleet monthly to analyse Stanfleet reports, identifying discrepencies, areas of concern, misuse or abuse, or where vehicles not economically feasible.
Fuel usage management with Stanfleet.
Coordinate meetings with relevant drives to change driver behaviour.
Provide CEO monthly feedback on Stanfleet reports
Tom Toms/ECS Devices/Tracker/Vehicle Registrations:

Maintain register of all active Tom Tom devices, assigned to vehicles and drivers.

Provide Finance monthly sign-off of all Tom Tom invoices.
Coordinate removal, addition or transfer of all Tom Tom devices for impacted vehicles, whether through disposal, scrapping, additions or transfers.
Maintain register of all active Tracker devices. Coordinate as above with Tom Tom devices.
Vehicle Registrations: Maintain register of all vehicle registrations. Ensure all licenses are maintained as current.
Traffic fines: Manage all traffic fines, assessing reason for fine, and ensuring all fines are costed to employee through Payroll where appropriate or approved by the CEO as necessary.
Coordinate process of transferring traffic fines into the name of the associated vehicle driver. (coordinate through Avis).
BUILDING MAINTENANCE:

Daily maintenance /Quality:

Coordinate approval documents for any building upgrade requests.
Obtain quotation from different suppliers for any building maintenance issues or upgrade issues.
Obtain approvals for maintenance or upgrade work.
Coordinate upgrade and maintenance work and supervise to completion.
Provide all supporting documentation to finance for payment (approved quotations, invoices, new supplier take on forms etc) in a timely manner.
Perform weekly review of the premises to address any maintenance issues.
Coordinate the workload of Marsh on a weekly basis to ensure all maintenance issues are addressed.
Provide the CEO weekly feedback of the maintenance issues addressed.
Ensure building is cleaned on a daily basis.
Attend to incident report by the employees.
Premises: Keep safe, clean neat and tidy
Electricity: Coordinate electricity usage report from Energyrite, motivating changes to electricity usage patterns, monitor and enforce change in habits to result in electricity savings
FAULT FINDING LOGGING:

Crystalcom

Coordinate all office support calls and revert to Crystalcom
Maintain register of all call-out calls and provide necessary sign-off
Agree monthly support call invoices received from Crystalcom to register of calls logged
Provide finance with sign-off of all invoices relating to Crystalcom on a monthly basis (including call outs, SLA’s, 3G accounts etc)
Other:

Attend to and coordinate all required calls from Daytona for the security cameras.
Maintain register of all callouts, and provide finance with necessary sign-off for invoiced services received.

Matric – Grade 12.
MS Office.
Ten (10) years' experience in fleet management.
Supervisory experience.