Office & Admin Coordinator: Reception, Travel & Fleet

University of Fort Hare; Gauteng; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Marvel Placement Consultants is assisting a client in Edenvale, Gauteng to recruit an Office Assistant with Reception responsibilities. The role requires a proactive, detail-oriented individual eager to support administrative and operational tasks in a fast-paced, dynamic environment.

The successful candidate will have Matric and at least 4 years of office administration and reception experience, with advanced proficiency in Word, Excel and Outlook.

Qualifications

• Matric (Grade 12).
• Minimum of 4 years' experience in office administration and reception duties.
• Proficiency in Microsoft Word, Excel and Outlook (Advanced level).
• Advantageous: Vehicle and valid Driver’s License.
• Experience in the construction industry will be advantageous.
• Professional communication and telephone etiquette.

Responsibilities

• Welcome and direct clients and visitors in a courteous and professional manner.
• Answer, screen and direct incoming calls and handle general inquiries.
• Maintain a neat and organised reception and conference room area.
• Coordinate and schedule appointments, meetings, and boardroom bookings.
• Prepare meeting agendas and take accurate minutes.
• Manage incoming and outgoing mail and courier deliveries.
• Handle sensitive and confidential information discreetly.
• Ensure proper visitor identification and maintain security protocols.
• Issue vehicle checklists to Drivers and monitor vehicle usage.
• Schedule and arrange vehicle servicing and roadworthy testing.
• Procure fleet-related maintenance items and complete license renewal documentation.
• Submit insurance claims and compile incident reports.
• Reconcile fleet statements and maintain tracking systems and logbooks.
• Prepare and submit monthly fleet management reports.
• Oversee general maintenance of the office building.
• Monitor and manage health and safety equipment and infrastructure.
• Ensure functionality of security systems, including access controls and intercoms.
• Enforce building safety and emergency protocols
• Book flights, car rentals, and accommodation for staff and management.
• Manage travel documentation and confirmations.
• Ensure travel arrangements are aligned with internal policies
• Respond to emails and internal queries in a timely and professional manner.
• Order and manage office supplies such as stationery, cleaning materials, and groceries.
• Coordinate with IT service providers for system issues and equipment setups.
• Assist in preparing documents, performing data entry, filing, and photocopying.
• Support internal teams with cross‑functional administrative tasks.
• Organise and facilitate expos, open days and company events as required.
• Manage company telecommunications systems and internet providers.
• Coordinate the ordering of printed marketing materials such as business cards and brochures.
• Maintain and update contact with service providers and external stakeholders.
• Maintain records of insurance policies and manage claims when necessary.
• Monitor and implement basic health and safety protocols in the workplace.
• Assist with compliance documentation and periodic audits.

Skills

Reception duties

Administrative support

Communication

Telephone etiquette

MS Word

MS Excel

Outlook

Education

Matric (Grade 12)

Tools

Microsoft Word

Excel

Outlook

Job description

Marvel Placement Consultants is assisting a client in Edenvale, Gauteng to recruit an Office Assistant with Reception responsibilities. The role requires a proactive, detail-oriented individual eager to support administrative and operational tasks in a fast-paced, dynamic environment.

The successful candidate will have Matric and at least 4 years of office administration and reception experience, with advanced proficiency in Word, Excel and Outlook.