Office Manager - Paarden Eiland

Time Personnel; Wes-Kaap; On-site; ZAR 150,000 - 210,000; Full time

Job summary

Time Personnel seeks an Administrative Assistant to support day-to-day office operations for international clients. Duties include handling calls, scheduling, preparing reports, and maintaining filing systems.

The ideal candidate has Matric with an Administrative Assistant qualification advantageous, strong MS Office and QuickBooks/Pastel/Sage skills, and excellent English communication. On-site position in a fast-paced office environment.

Qualifications

• Matric, additional qualification as Administrative Assistant or Secretary advantageous.
• Experience as Administrative Assistant, Virtual Assistant or Office Admin Assistant.
• Knowledge of office management systems and procedures.
• Excellent written and spoken English (international clients).
• Working knowledge of office equipment such as printers.
• High proficiency in MS Office, MS Excel, QuickBooks Desktop (or Pastel/Sage).
• Excellent time management and ability to prioritise work.
• Attention to detail and problem-solving skills.
• Strong communication and organizational skills.

Responsibilities

• Answering and directing phone calls.
• Organise and schedule appointments with administrative software.
• Plan meetings and take detailed minutes.
• Write and distribute emails, memos, letters and forms.
• Assist in the preparation of regularly scheduled reports.
• Assist in data entry and stock receiving into QuickBooks and loading.
• Maintain filing systems and streamline procedures.
• Update office policies and procedures.
• Order office supplies and research new deals and suppliers.
• Maintain contact lists and book travel.
• Submit and reconcile expense reports.
• Provide general support to visitors and act as a point of contact for clients.
• Liaise with executives and senior management to handle requests and queries.

Skills

English proficiency

Time management

Communication

Organizational skills

Attention to detail

Discretion/confidentiality

Team player

Education

Matric

Administrative Assistant qualification advantageous

Tools

MS Office

MS Excel

QuickBooks Desktop

Pastel

Sage

Job description

Salary: R negotiable dependent on experience

REQUIREMENTS

• Matric, additional qualification as an Administrative Assistant or Secretary advantageous
• Experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant
• Knowledge of office management systems and procedures
• Excellent written and spoken English (international clients)
• Working knowledge of office equipment, like printers
• High proficiency in MS Office, MS Excel, QuickBooks Desktop (or high level of proficiency in Pastel or Sage), this is essential and non-negotiable
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• Team member and comfortable in an open office environment
• Strong discretion, diplomacy, and confidentiality principles

DUTIES

• Answering and direct phone calls
• Organize and schedule appointments with administrative software
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters and forms
• Assist in the preparation of regularly scheduled reports
• Assist in data capturing & receiving stock into Quick Books & loading
• Maintain filing system/s and make suggestions where applicable, to streamline
• Update and maintain office policies and procedures
• Order office supplies and research new deals & suppliers
• Maintain contact lists
• Book travel arrangements
• Sumit and reconcile expense reports
• Provide general support to visitors
• Act as a point of contact for internal and external clients
• Liaise with executive and senior management to handle requests & queries