Administrative Coordinator & Records Specialist

Arch Staffing Sa; Cape Town; On-site; ZAR 110,000 - 170,000; Full time

Job summary

Arch Staffing SA seeks a Clerical Assistant in Cape Town, South Africa to perform entry, maintenance, and organization of records across databases and document management systems. The role includes handling mail, calls, visitor greetings, scheduling, and basic document preparation.

The ideal candidate will assist with bulk document tasks, ordering supplies, and supporting overflows for administrative staff, contributing to smooth office operations.

Responsibilities

• Enter, update, and maintain records in databases, spreadsheets, and document management systems with accuracy
• Sort and distribute incoming mail, email, and deliveries; prepare and send outgoing correspondence
• Answer multi-line phone systems, route calls, take messages, and provide basic information to callers
• Greet visitors, check them in, and direct them to the appropriate person or department
• Schedule and confirm appointments, meetings, and conference room reservations
• Photocopy, scan, and file physical and electronic documents according to established filing systems
• Prepare and proofread basic documents including letters, memos, reports, and forms
• Order office supplies, track inventory, and submit purchase requests when stock levels require replenishment
• Assist with mail merges, mass mailings, and other bulk document preparation tasks
• Support other administrative staff and supervisors with overflow tasks and ad hoc assignments

Job description

Arch Staffing SA seeks a Clerical Assistant in Cape Town, South Africa to perform entry, maintenance, and organization of records across databases and document management systems. The role includes handling mail, calls, visitor greetings, scheduling, and basic document preparation.

The ideal candidate will assist with bulk document tasks, ordering supplies, and supporting overflows for administrative staff, contributing to smooth office operations.