#OFFICE ADMINISTRATOR

Placement Dynamics; Pretoria; On-site; ZAR 350,000 - 461,000; Full time

Job summary

A leading company is seeking an Office Administrator to manage all aspects of the Managing Director's office, including minute taking, travel arrangements, and communication management. The ideal candidate must be organized, communicate effectively, and possess strong office administration skills, including proficiency in MS Office and data handling. The position requires occasional travel and handling of substantial workloads under pressure within a deadline-driven environment.

Qualifications

• Fluent in English and Afrikaans.
• Proven success in office administration.
• Ability to manage budgets and develop filing systems.

Responsibilities

• Manage the office of the Managing Director, including communication and document drafting.
• Coordinate diary and travel arrangements for the MD.
• Handle incoming visitors and maintain a professional image of the office.

Skills

Communication

Time-management

Multitasking

Organizational Skills

Confidentiality

Data Handling

Education

High school diploma or equivalent

Tools

MS Office

SharePoint

Job description

POSITION INFO :

OFFICE ADMINISTRATOR (EE)

Location : Gauteng

Total Cost to Company : R 350 000 .00 - R460168.20

Starting Date : As soon as possible

Grading System : PG 11

Closing Date : 16 August 2024

Summary of Job Content & Requirements

Our client requires an Office Administrator to manage all the aspects of the office of the Managing Director, including, but not limited to drafting of communication and documents, travel arrangements, meeting management and accurate minute taking, claims handling, capturing of data, providing data summaries from the company database, field team communications, visitor communication, diary co-ordination and providing administrative support to the Technical Manager, when necessary.

The ideal employee should be fluent in English and Afrikaans, mentally and physically fit and capable to handle long hours of sitting and working under pressure, comfortable with heavy workloads and large amounts of data. The employee must have their own vehicle and have a valid driver’s license and should be willing and able to travel and be reliable in terms of being able to stick to official working hours. Occasional away from home working may be required as well as overnight stays.

DUTIES AND RESPONSIBILITIES :

Office of the MD

Receive visitors

Co-ordinate communication with management team

Always maintain a professional image of the office

Purchasing of refreshments, cleaning materials and all consumables required from petty cash

Purchasing of stationary and other relevant items

Assist in budgeting for office expenses

Arranging all relevant meetings with stakeholders and directors, including scheduling, booking of venues, liaising with ICT, arranging of refreshments, circulation of agendas, minutes of the previous meetings and accurate minute taking during the meetings.

Managing the diary of the MD with regards to travel, booking of accommodation and transport arrangements for local and international travel

Handling all claims, about travel and other matters upon conclusion of events

Drafting and / or finalizing documents as and when required for communication purposes within the organization.

Managing any courier or other logistical related activities required from the office.

Capturing data on the database from time to time and drawing reports from the database.

Preparing presentations as and when required with provided or partially provided information.

Electronic and hard copy filing, photocopying, scanning, sending, printing and receiving of all relevant documents and communications.

Inspect facilities regularly and ensure all equipment is in proper working order, safe and has been serviced as necessary.

Assist with marketing and communication activities and events from time to time

Provide administrative support to the technical manager from time to time.

Act in administrative support positions when staff is on leave or sick leave for extended periods (more than 2 weeks).

CRITICAL PERFORMANCE AREAS OF THE JOB

Excellent ability to work accurately with a large amount of variable data and information, while meeting deadlines

Advanced MS Office computer literacy skills (presentations, emails, excel) and SharePoint essential.

Above average minute taking and observational skills and ability to capture complex information in a precise factual way

Excellent ability to work accurately with a large amount of variable data and information, while meeting deadlines

Highly organized and ability to work independently

Ad hoc

Noticing gaps and offering solutions to remedy such situations

Support provided where needed

Assisting with away from home events and marketing tasks

KEY SKILLS AND OTHER REQUIREMENTS FOR THE JOB

Required skills and qualifications

Proven success in office administration

Superb written and verbal communication skills

Strong time-management and multitasking abilities

Proficiency with office applications, and aptitude for learning new software and systems

Ability to maintain confidentiality of company information

High school diploma or equivalent

Preferred skills and qualifications

Experience in managing budgets and expenses

Experience in developing internal processes and filing systems

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