Office-Jobs in United States

Summary:

An office administrator oversees all the employees within the office setting. An office administrator is basically the person who is in charge of making sure that the office and its employees is working at full force. They supervise the office and its staff and make sure that employees have all of the tools and resources available to them that they need to complete their job. They provide support where it is needed.

FUNCTIONS / RESPONSIBILITIES:

Provide PA functions to Regional Manager

• Deal with email & routine correspondence prioritizing for Regional Manager where necessary
• Manage all regional manager’s appointments and visitors via the electronic diary
• Prepare quarterly reports for Regional Manager Meetings
• Effective communication between the Region and Head Office.

Office Coordination

• Manage and coordinate all office maintenance requirements with landlord
• Ensure that all the office machines are in good working order and ensure all repair orders are submitted and completed.
• Managing all office CAPEX requirements – Laptops, iPads, Cell phones, Photocopier, telephone system (PABX) etc.
• Managing petty cash
• Manage Post Office Box – collecting and sending of mail
• Manage office provisions – stationery & Groceries

Administration

• Responsible for all filing manual and electronic regarding member files and office expenses
• Managing & Reconciliation of all staff credit/fuel card expense claims ensuring they are always aware of our budgeted daily allowances.
• Coordinate travel arrangements for office staff (flights, accommodation & car rental bookings)
• Administration of all new member applications & credit limit increases

Support to Regional Team

• Day to day management of the regional office and support regional team administrative needs.
• Maintain and develop procedures and systems to ensure the maintenance of manual and electronic filing systems
• To ensure that the staff have all of the tools and resources available to them that they need to complete their job.
• Liaise all member queries and requests for the region.

Expenses

• Management of the regional expense budgets.
• Administration and management of all account payments, liaising with the finance team, for the processing of invoices and petty cash expenses.
• Preparing expense reports for Regional Manager

Requirements:

Minimum Academic, Professional Qualifications and Experience required for this position

• Administrative or secretarial qualification
• Min educational qualification of Grade 12
• Experience in a senior administrative position
• Advanced level of PC Literacy (MS Office, MS Excel, MS Outlook, MS Word and MS PowerPoint)
• A valid driver’s license and own transport

Competencies and Skills

Core Competencies:

• Exceptional Communication both written and spoken
• Project management
• Content development
• Creative approach to work
• Strong interpersonal,
• Ability to communicate effectively via all medium and at all levels of business
• Ability to plan, coordinate and prioritize tasks on a daily basis
• Ability to plan and coordinate large events
• Assertiveness skills and good judgment
• Passionate about delivering exceptional service to all stakeholders
• Ability to work under pressure with consistent accuracy
• Flexibility to assist in various admin functions
• Confident, assertive and hand-on
• Detail orientation, with a high accuracy level in performance of tasks
• Innovative an proactive in approach to problems arising