Office Administrator

Insurance Institute Of Gauteng; Johannesburg; On-site; ZAR 25 000 - 45 000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to support various functions within the organization. This role involves managing communications, coordinating events, and handling financial tasks such as invoicing and reporting. The ideal candidate will be proficient in Microsoft Office and possess strong organizational skills. Join a dynamic team where your contributions will directly impact the success of the organization and help in fostering a collaborative environment. If you are ready to take on a multifaceted role that offers growth and learning opportunities, this position is perfect for you.

Qualifications

• Competence in Microsoft Office is essential.
• Experience in events, admin, or finance is preferred.

Responsibilities

• Manage emails, queries, and calls daily.
• Create and send invoices and manage debtors.
• Assist in organizing and managing events.

Skills

Microsoft Office

Events Management

Finance Administration

Communication Skills

Education

Matric Certificate

Tools

Sage

Job description

Apply for Job by 20 February – Email CV and documents to

• Requirements:
• Matric certificate
• Competence in Microsoft Office (Outlook, Excel, Word a must)
• Events / Admin / Finance experience
• Own transport
• Preferably available immediately

Daily Duties:

1. Emails, Queries, Calendars & Calls – daily recon on oldest unanswered / unread item / throughput on sent items
2. Website testing, links need to be tested as functional and accurate
3. Creating and sending invoices / credit notes as required, managing debtors
4. Updating the database as required
5. Organizing files and office equipment
6. Backing up storage of work

Weekly Duties:

1. Following up with outstanding payments, managing bookings
2. Payment Allocations on Sage (Mon & Thurs)
3. Pull report from Sage for Friday Finance meeting
4. Provide feedback in the Finance Meeting on the progress for the week
5. Keep council, including heads of portfolios and executive committee informed by reviewing and analyzing special reports, summarizing information, and identifying trends
6. Record ad hoc meetings and minutes as required
7. Liaising with all portfolios and provide them with support and assistance

Monthly Duties:

1. Drawing and sending statements as required
2. Attending and assisting with managing events
3. Long Service Awards – Annual Dinner and graduation certificates

Events:

1. Distribute mailer no later than 3 weeks if received timeously from Edu
2. Distribute mailer for main events no later than 4 weeks before event
3. Assisting in hosting or arranging at events, meetings, and insights
4. For large scale events (Inaugural Dinner, Annual Dinner, CEO Round Table, Broker Leadership Forum), send save the date 6 weeks prior to event
5. Apply and manage CPD Accreditation

Additional Responsibilities:

• Oversee distribution of certificates with AC Develop and IISAS
• Send invite to Council members, educational programme delegates and database
• Manage booking attendee list
• Update President and relevant portfolio on RSVP tracking
• Prepare documents by setting up spreadsheets (e.g., booking sheet), printing, copying, and binding
• Follow up on payment of invoices
• Prepare gowns and certificates for graduates as necessary

Position Details:

• Seniority level: Not Applicable
• Employment type: Full-time
• Job function: Administrative
• Industries: Insurance