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Office Coordinator (ROBC)

Job Ref
247508
Job Type
Permanent
Employer Type
Company
Date Added 6 Nov 2014
Expiry Date 4 Dec 2014
* There have been no applications to this job.
* This job has been viewed 1021 times.
Employer:
Amazon Development Centre Cape Town

Location:
Western Cape

Salary:
Negotiable

Benefits:


Role details:
Amazon.comstrives to be Earth's most customer-centric company where people can find and discover virtuallyanything they want to buy online. By giving customers more of what they want - low prices, vastselection, and convenience - Amazon.com continues to grow and evolve as a world-class e-commerceplatform. The Seller Support team acts as the primary interface between Amazon and our businesspartners. We obsess over providing world class support to Merchants selling on the Amazon platform.We strive to predict the Seller's needs before they recognize they may have a problem, createinnovative self-help tools, and provide solutions to help our partners better serve their customers.

The Seller Support Regional Office Business Coordinator (ROBC) acts as the face of Amazonfor all visitors to the Cape Town building. The successful candidate will form a key part of ouroperation, taking responsibility for the efficient running of the entire site, reception area andgeneral administration tasks that are essential for the smooth running of the site. These tasksinclude Corporate Security (keycards, photos), Purchasing and Office Services, Travel, BusinessResumption and ERT, Facilities Management and Records Management. The ROBC will support and enforceall corporate and departmental policies and procedures pertaining to Seller Support functions.


Responsibilities

Reception:


Manage & maintain reception in a professional mannerensuring all visitors and contractors are signed in and Health and Safety requirements areimplemented where necessary and confidentiality statements are signed

Ensure a highstandard of personal and environment presentation as to give visitors a good firstimpression

Ensure all inbound phone calls and queries are answered and that calls aredirected quickly to the correct people
Ensure effective administration of all internal andexternal post ensuring that all delivered post is communicated to the relevant people for collectionat reception.

Administration of the security badge system

Monitoring andordering of office supplies and stationary stock on a regular basis using the Oracle system,including creating Purchase Requisitions, monitoring of Purchase Orders for timely delivery andsigning off for received stock

Ensure all invoices are correctly documented and sent toAccounts Payable

Management of vendor relationships

Manage the booking ofmeeting rooms and ensure the smooth running of these meetings

Arranging Travel,Accommodation, Restaurant and Taxi itineraries for visitors from other sites

Co-ordinateAll Hands meetings, team events and incentives

Monitor car park spaces to ensure theyare used in accordance with guidelines

Ensure lost property is communicated to site andkept safely until owners retrieve item/s

Ensure no unauthorized people enter thebuilding without permission from the Ops Manager/Site Leader



Facilities:

Carry out site facility inspections andensure the facility is maintained to the required standards at all times

Ensure allfacilities on site are in full working order and that Health and Safety standards are kept to a highstandard

Ensure vending machines are continuously stocked and in full workingorder

Ensure kitchen supplies are stocked at the required level and the kitchen is infull clean and working order

Liaise with the cleaners daily to offer guidance on keyareas of focus and to provide feedback and forward plans to be considered. Monitor and feedbackcleaning standards

Liaise with and instruct contractors on site for all repairs andmaintenance issues

Respond to Security breaches in a timely manner in line with ourprocesses and liaise with Global Security and the Facilities manager to address and escalate anyissues

Setting up vendors/contractors for site services and events including facilitiescontracts and building management

Organize catering for onsite events

Ensurefirst aid support and fire and evacuation processes and standards are maintained at the requiredlevels

Ensure lighting and heating standards are maintained at the required levels for ahealthy and comfortable standard and consistent with business regulations

Managebulletin boards and posters around the building

Participate in Process Improvement/Kaizen Events



Administration / OperationsSupport:

Provision of administration support to leadership team in relation to thecreation of reports, presentations and any ad hoc duties


Skills/Experience:

Experience within a customer service environmentpreferred.

Enthusiasm, positivity and strong self-motivation; Desire to expand skillsinto new areas
Strong prioritization and time management skills, with a high degree offlexibility
Embrace constant change with flexibility and good grace
Demonstrateappropriate sense of urgency and bias for action
Demonstrates effective communication,composure, and professional attitude
Exemplary performance record, particularly with regardto quality & productivity
Experience in MS Office, Excel, and Amazon HR/AdminSystems
Health and Safety Qualifications desired but not essential
First AidQualification desired but not essential
- - - - - - - - - - - - - -
Amazon.com strives to be Earth's most customer-centric company where people can find anddiscover virtually anything they want to buy online. By giving customers more of what they want -low prices, vast selection, and convenience - Amazon.com continues to grow and evolve as aworld-class e-commerce platform. The Seller Support team acts as the primary interface betweenAmazon and our business partners. We obsess over providing world class support to Merchants sellingon the Amazon platform. We strive to predict the Seller's needs before they recognize they may havea problem, create innovative self-help tools, and provide solutions to help our partners betterserve their customers.

The Seller Support Regional Office Business Coordinator (ROBC) actsas the face of Amazon for all visitors to the Cape Town building. The successful candidate will forma key part of our operation, taking responsibility for the efficient running of the entire site,reception area and general administration tasks that are essential for the smooth running of thesite. These tasks include Corporate Security (keycards, photos), Purchasing and Office Services,Travel, Business Resumption and ERT, Facilities Management and Records Management. The ROBC willsupport and enforce all corporate and departmental policies and procedures pertaining to SellerSupport functions.


Responsibilities



Reception:


Manage &maintain reception in a professional manner ensuring all visitors and contractors are signed in andHealth and Safety requirements are implemented where necessary and confidentiality statements aresigned

Ensure a high standard of personal and environment presentation as to give visitors agood first impression

Ensure all inbound phone calls and queries are answered and that callsare directed quickly to the correct people
Ensure effective administration of all internal andexternal post ensuring that all delivered post is communicated to the relevant people for collectionat reception.

Administration of the security badge system

Monitoring and ordering ofoffice supplies and stationary stock on a regular basis using the Oracle system, including creatingPurchase Requisitions, monitoring of Purchase Orders for timely delivery and signing off forreceived stock

Ensure all invoices are correctly documented and sent to AccountsPayable

Management of vendor relationships

Manage the booking of meeting rooms andensure the smooth running of these meetings

Arranging Travel, Accommodation, Restaurant andTaxi itineraries for visitors from other sites

Co-ordinate All Hands meetings, team eventsand incentives

Monitor car park spaces to ensure they are used in accordance withguidelines

Ensure lost property is communicated to site and kept safely until owners retrieveitem/s

Ensure no unauthorized people enter the building without permission from the OpsManager/Site Leader



Facilities:

Carry out site facility inspections and ensurethe facility is maintained to the required standards at all times

Ensure all facilities onsite are in full working order and that Health and Safety standards are kept to a highstandard

Ensure vending machines are continuously stocked and in full workingorder

Ensure kitchen supplies are stocked at the required level and the kitchen is in fullclean and working order

Liaise with the cleaners daily to offer guidance on key areas offocus and to provide feedback and forward plans to be considered. Monitor and feedback cleaningstandards

Liaise with and instruct contractors on site for all repairs and maintenanceissues

Respond to Security breaches in a timely manner in line with our processes and liaisewith Global Security and the Facilities manager to address and escalate any issues

Setting upvendors/contractors for site services and events including facilities contracts and buildingmanagement

Organize catering for onsite events

Ensure first aid support and fire andevacuation processes and standards are maintained at the required levels

Ensure lighting andheating standards are maintained at the required levels for a healthy and comfortable standard andconsistent with business regulations

Manage bulletin boards and posters around thebuilding

Participate in Process Improvement/ Kaizen Events



Administration /Operations Support:

Provision of administration support to leadership team in relation to thecreation of reports, presentations and any ad hocduties


Skills/Experience:

Experience within a customer service environmentpreferred.

Enthusiasm, positivity and strong self-motivation; Desire to expand skills intonew areas
Strong prioritization and time management skills, with a high degree offlexibility
Embrace constant change with flexibility and good grace
Demonstrate appropriatesense of urgency and bias for action
Demonstrates effective communication, composure, andprofessional attitude
Exemplary performance record, particularly with regard to quality &productivity
Experience in MS Office, Excel, and Amazon HR/Admin Systems
Health and SafetyQualifications desired but not essential
First Aid Qualification desired but notessential



Front of House experience
Customer Service Experience
Experiencein a access controlled environment (security badges etc.)

Enthusiasm, positivity and strongself-motivation; Desire to expand skills into new areas
Strong prioritization and time managementskills, with a high degree of flexibility
Embrace constant change with flexibility and goodgrace
Demonstrate appropriate sense of urgency and bias for action
Demonstrates effectivecommunication, composure, and professional attitude
Exemplary performance record, particularlywith regard to quality & productivity
Experience in MS Office, Excel, and Amazon HR/AdminSystems.
Minimum Required Qualification - Matric / Grade 12 / NQF L4 / NCV 4





Previous experience of being an assistant and / or Office Co-ordinator
Previousexperience of supporting / organising events
Previous experience of producing writtencommunications in a corporate environment
Health and Safety Qualifications desired.

FirstAid Qualification desired.

Tertiary Qualification related to role.



 
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