Office Administrator

The Office Administrator will be responsible for providing support to the Admin team as well as to provide support to the different departments within the head office function.

Knowledge and Experience Required

• Matric

• Computer Literate and especially proficient in Microsoft office.

• Relevant Admin/Financial qualification would be advantageous  

Roles, Skills and Attributes Required

• Excellent Communication

• Attention to detail/ accuracy

• Time Management and good planning abilities

• Excellent Typing Skills 

Output and Accountabilities

• Must be able to work under pressure and have high energy levels

• Champion the Company’s Purpose and Values

• Company Representation Maintain Confidentiality & show discretion in all aspects of the job. Represent the organisation in an ethical and professional manner. Adhere to company policies and procedures. Maintain and effect a complete knowledge of rules and regulations of the company.

Communication skills

• Write well using correct grammar and spelling.

• Communicate verbally with confidence and clarity.

• Ask effective questions and listen actively

• Follow instructions correctly.

Full Job Description

• General Motor Vehicle Licensing Business license applications Liquor license applications Flammable liquid license applications. Relief for Receptionist when necessary for the following

o Answer and address incoming phone calls in a timely and polite manner.(Within 3 rings) and clearly determine the purpose of the call.

o Receiving Visitors in a polite and professional manner – Clarify Visitors’ needs and offer Refreshments where appropriate. Also direct visitors to the correct person when necessary.

o Manage queries and provide correct information to all customers / tenants and visitors including those who are difficult.

o Screening of calls and forwarding calls to relevant personnel (all divisions).

o Screening of visitors and staff (including the recording temperature readings where necessary).

o Recording of messages / email messages accurately to relevant personnel.

o Handing out newsletters, memos and circulars to tenants. (Some can be urgent and required to be done without planned notification.)

o Sort and Distribute incoming mail and prepare outgoing mail, also attend to Courier packages/mail. o Keep reception area clean and neat, incl maintaining and organising of reading material.

o Monitor people coming and going through the reception doors (ensure that anyone who doesn’t work in the office is received by the person they are here to see).

o Be aware of and report suspicious activity. 

Vodacom

Obtaining statements, invoices. Phone contract renewals, issuing of phones, top up requests or queries, and capturing of monthly reports

First Auto

Ordering of First Auto cards Responding to any card requests or queries Capturing the monthly reports Obtaining of quotations for motor vehicle repairs and vehicle services

Reports

Credit Card commission reports Water and electricity report Kwik Pay capturing and journals Capturing and submitting of Nashua reports. Nashua printing reports Nashua prints per user.

Debtors

Sending of statements and invoices Reconciling of payments to accounts Follow up on outstanding payments Drafting of letters for overdue accounts. New Debtor Applications New debtors’ cards Head Office recovery Invoices. 

Admin, Financials and Printing

Prepare Financial and managers meeting files Printing of Financials Printing of managers packs Ordering of books for all store and Head office from imprint Teltrace reports for all stores to be filter and audited Uniform ordering Ensure that all supervisor cards are changed every 3 months Ensure that all phone codes are changed every 3 months