Office Administrator

A well-known company that supplies ceiling and partitioning materials is looking to employ an Office Administrator to join their dynamic team. Individuals who are tech-savvy, eager to learn and remain proactive will be successful in this role. A suitable candidate would need to have a Bachelors degree in business administration, office management, or related field. Having a valid drivers license and own vehicle is essential to this role. This is a full-time position based in Maitland, Cape Town.

Responsibilities:

Office Management:

• Oversee the day-to-day operation of the office, ensuring it runs efficiently and professionally.
• Maintain a well-organised and tidy office space.

Communication:

• Handle incoming and outgoing correspondence, including phone calls, emails, and physical mail.
• Route communications to the appropriate individuals or departments.

Documentation and Record Keeping:

• Create, maintain, and update physical and digital records, files, and databases.
• Ensure the accuracy, accessibility, and confidentiality of sensitive information.

Scheduling and Appointments:

• Schedule and coordinate appointments, meetings, and conference room reservations.
• Keep track of calendars and assist in time management for executives or team members.

Front Desk Management:

• Serve as the initial point of contact for visitors, clients, and employees, providing a welcoming and professional environment.
• Answer inquiries, provide information, and direct individuals to the appropriate parties.

Office Supplies and Inventory:

• Monitor and manage office supplies and equipment, ordering items as needed to maintain stock levels.
• Track and report on inventory levels, anticipating reordering requirements.

Data Entry and Reporting:

• Accurately enter and update data in spreadsheets, databases, and reports.
• Generate and share reports, as necessary, to support decision-making.

Visitor and Vendor Coordination:

• Assist in arranging access for visitors and vendors, ensuring compliance with security protocols.
• Handle visitor badges and related security procedures.

Travel Arrangements:

• Support employees with travel plans, including booking flights, accommodation, and transportation.
• Maintain travel itineraries and expense records.

Event Coordination:

• Assist in the planning, coordination, and execution of events, meetings, or workshops, as required.

Human Resources Support:

• Aid the HR department with administrative tasks such as onboarding, document processing, and personnel record management.

Financial Administration:

• Assist in managing financial records, including expense reports and invoices.
• Work with the finance department to ensure accurate financial record-keeping.

Office Maintenance and Repairs:

• Monitor the general cleanliness and organization of the office.
• Report and coordinate maintenance and repairs to ensure a safe and functional workspace.

Compliance:

• Ensure that the office adheres to relevant legal and safety requirements and regulations.

Miscellaneous Tasks:

• Undertake various ad-hoc tasks and projects as requested by management or as necessary to support the offices efficient operation.

Requirements

• A Bachelors degree in business administration, office management, or related field
• Must have a valid drivers license and own vehicle
• Analytical skills: Strong analytical skills to manage data effectively and office operations.
• Tech-savvy: Proficiency in using office software, such as Microsoft Office Suite (Word, Excel, Outlook).
• Proactive attitude: A go-getter mindset with a strong willingness to learn and take initiative.