Office Administrator

Premier; Pretoria; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A leading bakery operations firm in Pretoria seeks an Administrative Support role to provide crucial support to the Manufacturing team. Responsibilities include managing travel, diary activities, creating documentation, and ensuring smooth office operations. The ideal candidate should demonstrate excellent organizational skills, attention to detail, and the ability to handle multiple tasks efficiently. This exciting role offers a chance to thrive in a dynamic environment.

Responsibilities

• Provide travel and diary management services to the technical bakery team.
• Record employee travel-related claims and credit card transactions.
• Manage diary for offsite and onsite meeting bookings.
• Create and update bakery corporate technical documents and templates.
• Provide general office management services including note-taking and filing.
• Greet visitors and callers courteously and direct calls appropriately.
• Arrange refreshments and branding for meetings.
• Generate monthly manufacturing bakery presentations and reports.
• Participate in the Invocom as required.
• Support HR projects like internal communications and surveys.

Job description

Job Purpose

To support operational excellence by providing administrative services to the Executive: Manufacturing (Bakeries), Manager Bakery Operations and Bakery Manufacturing team.

Responsibilities

• To support operational excellence by providing travel and diary management services to the technical bakery team by liaising with travel providers to ensure cost effective flight / travel and accommodation plans as needed including sourcing of flights, hotels, visas, passports, hired cars.
• Timely and correct recording of employee’s travel related claims and credit card
• To optimize time management for the Technical Bakery Executive and Site Manager by providing ongoing secretarial and administrative services such as diary management for offsite and onsite meeting bookings, raising purchase orders for stationary or service provider orders, doing monthly GP transactions / Cost management to process orders.
• To support functional performance alignment and standardization through the creation and updating of bakery corporate technical team documents, templates and SOPs as and when required, preparing communication to relevant stakeholders.
• Provide general office management services such as note taking and typing, printing, binding, filing, and recordkeeping / departmental filing system (digital and physical) and stationary, consumables and petty cash management.
• To create a professional event hosting and welcoming first point of contact for the organisation: greeting visitors and callers courteously and efficiently, screening and directing incoming calls appropriately, projecting a positive image that builds trust and enhances the organisation’s reputation.
• Arranging refreshments / meals and branding for internal and external meetings.
• To support fact-based decision making through on time and in full reporting as needed by collating data and generating the monthly manufacturing bakery exco presentation as well as other weekly and monthly reports, applying analytical skill to identify data anomalies for investigation.
• Participating in the Invocom as and when required.
• Ad hoc support for Corporate and HR projects e.g. internal communications, survey administration, brand ambassador duties, etc.