Office Administrator EE Pretoria East

OFFICE ADMINISTRATOR (EE)
Location: Pretoria East
Total Cost to Company: R 380 000.00 - R460 168.20
Starting Date: As soon as possible
Closing Date: 16 August 2024

Summary of Job Content & Requirements
Our client requires an Office Administrator to manage all the aspects of the office of the Managing Director, including, but not limited to drafting of communication and documents, travel arrangements, meeting management and accurate minute taking, claims handling, capturing of data, providing data summaries from the company database, field team communications, visitor communication, diary co-ordination and providing administrative support to the Technical Manager, when necessary.
The ideal employee should be fluent in English and Afrikaans, mentally and physically fit and capable to handle long hours of sitting and working under pressure, comfortable with heavy workloads and large amounts of data. The employee must have their own vehicle and have a valid driver’s license and should be willing and able to travel and be reliable in terms of being able to stick to official working hours. Occasional away from home working may be required as well as overnight stays.
DUTIES AND RESPONSIBILITIES:

Office of the MD
Receive visitors
Handle general staff enquiries
Co-ordinate communication with management team
Always maintain a professional image of the office
Purchasing of refreshments, cleaning materials and all consumables required from petty cash
Purchasing of stationary and other relevant items
Assist in budgeting for office expenses

Administrative tasks
Arranging all relevant meetings with stakeholders and directors, including scheduling, booking of venues, liaising with ICT, arranging of refreshments, circulation of agendas, minutes of the previous meetings and accurate minute taking during the meetings.
Managing the diary of the MD with regards to travel, booking of accommodation and transport arrangements for local and international travel
Handling all claims, about travel and other matters upon conclusion of events
Drafting and/or finalizing documents as and when required for communication purposes within the organization.
Managing any courier or other logistical related activities required from the office.
Capturing data on the database from time to time and drawing reports from the database.
Preparing presentations as and when required with provided or partially provided information.
Electronic and hard copy filing, photocopying, scanning, sending, printing and receiving of all relevant documents and communications.
Inspect facilities regularly and ensure all equipment is in proper working order, safe and has been serviced as necessary.
Assist with marketing and communication activities and events from time to time
Provide administrative support to the technical manager from time to time.
Act in administrative support positions when staff is on leave or sick leave for extended periods (more than 2 weeks).
CRITICAL PERFORMANCE AREAS OF THE JOB
Excellent ability to work accurately with a large amount of variable data and information, while meeting deadlines
Advanced MS Office computer literacy skills (presentations, emails, excel) and SharePoint essential.
Highly organized and ability to work independently

Ad hoc
Noticing gaps and offering solutions to remedy such situations
Support provided where needed
Assisting with away from home events and marketing tasks
KEY SKILLS AND OTHER REQUIREMENTS FOR THE JOB

Required skills and qualifications
Proven success in office administration
Superb written and verbal communication skills
Strong time-management and multitasking abilities
Proficiency with office applications, and aptitude for learning new software and systems
Ability to maintain confidentiality of company information
High school diploma or equivalent

Preferred skills and qualifications
Bachelor’s degree (or equivalent)
Experience in managing budgets and expenses
Experience in developing internal processes and filing systems
Advanced computer literacy
Document management and control
Client relationship management

Correspondence will be entered into with short-listed candidates only
If you have not received a reply within 3 weeks please consider your application unsuccessful and your profile will be kept on our database for future available opportunities

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