Administrative Support Specialist - Records, Scheduling & Mail

Arch Staffing SA; Cape Town; On-site; ZAR 167,000 - 257,000; Full time

Job summary

Arch Staffing SA is seeking an administrative assistant in Cape Town to manage records, handle mail and calls, greet visitors, and coordinate appointments and room bookings. The role supports other staff with overflow tasks and ad hoc assignments, ensuring smooth office operations.

Responsibilities include document preparation, filing, ordering office supplies, and assisting with bulk mailings. The position offers opportunities to develop organizational and clerical skills in a dynamic office

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 is seeking an administrative assistant in Cape Town to manage records, handle mail and calls, greet visitors, and coordinate appointments and room bookings. The role supports other staff with overflow tasks and ad hoc assignments, ensuring smooth office operations.

Responsibilities include document preparation, filing, ordering office supplies, and assisting with bulk mailings. The position offers opportunities to develop organizational and clerical skills in a dynamic office