Office Assistant

Marvel Placement Consultants; Gauteng; On-site; ZAR 50,000 - 200,000; Full time

Job summary

A recruitment agency in South Africa is seeking an experienced Office Administrator to handle reception duties, manage fleet operations, and coordinate travel arrangements. The ideal candidate should have a minimum of 4 years in office administration, proficiency in Microsoft Office, and professional communication skills. Experience in a construction setting is advantageous. The role offers a dynamic work environment with multiple responsibilities.

Qualifications

• Minimum of 4 years' experience in office administration and reception duties.
• Proficiency in Microsoft Word, Excel and Outlook (Intermediate level).
• Advantageous: Vehicle and valid Drivers License.
• Experience in the construction industry will be advantageous.

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.
• Issue vehicle checklists to Drivers and monitor vehicle usage.
• Oversee general maintenance of the office building.
• Book flights, car rentals, and accommodation for staff and management.

Skills

Office administration

Microsoft Word

Microsoft Excel

Microsoft Outlook

Professional communication

Telephone etiquette

Job description

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

Roles and Responsibilities :

Reception Duties :

• 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.

Fleet Management :

• 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.

Security & Building Maintenance :

• 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

Travel Coordination :

• Book flights, car rentals, and accommodation for staff and management.
• Manage travel documentation and confirmations.
• Ensure travel arrangements are aligned with internal policies

Administrative Support :

• 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.

Communication & Media :

• 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.

Insurance and Health & Safety Management :

• 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.

Closing Date

Submissions for this vacancy will close on 25 July 2025, however, you will still have the opportunity to submit your CV for this position till 16 August 2025.

Please Note

Thank you for submitting your CV to Marvel Placement Consultants. We value your submission, and we try our utmost best to get back to each applicant. However, should your application be successful, we will be in contact with you. Should you not hear from us within two weeks of application, please consider your application as unsuccessful. We are however recruitment specialists and will keep your details on our database for possible future opportunities.

PoPI Act

Please note that Marvel Placement Consultants adhere to the POPI Act (Act No. 4 of 2013 : Protection of Personal Information Act, 2013). Section 9 of PoPI states that "Personal Information may only be processed if, given the purpose for which it is processed, it is adequate, relevant and not excessive".

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