Office Administrator

To ensure that the office operation and administration is run effectively and smoothly on a daily basis. Provide General Support for the busy activities to the Cape Town Branch. Personal Assistance and support to the Branch Manager of PSA Cape Town. Will also serve as contingency back up for Internal sales and support to external sales team. Responsible for compiling quotes and invoices on Pastel. Customer communication. Fully Bilingual.

Requirements : ( Educational, Experience )

Experience (required):                    3-5 years’ experience in Admin and customer service

                                                                 3-5 years’ experience in stock control

                                                                 Computer literacy – MS Office

Experience (required):                      Pastel experience

Education   (required):                       Matric – Minimum job requiremen

Own Vehicle and a valid Driver’s license. 

Reside close to the Belville area . 

% of Time         #            Major Responsibilities

·       Answer switchboard & direct calls accordingly. Take messages where necessary.

·       Screen calls for Cape Town Branch Manager appropriately

·       Welcome walk-in clients. Ensure the attendance register is signed

·       Assist clients with collections of goods

·       Book instruments in for calibration / repair using job cards and loading onto job card system

·       Attend to couriers whom are delivering or collecting from us

·       Assisting Internal sales with overflow work sending quotes to clients.

·       Maintaining office services as required (such as maintenance companies, internet & phone line issues

·       Assisting with a variety of administrative tasks including copying, faxing and making travel plans.

·       Assists with ISO Audits and ensures ISO compliance

·       Stock control and placing internal orders for client orders

·       Ordering and Control of Refreshments for PSA Africa employees

·       Ordering and Control of stationery and office supplies for Branch

·       Ordering and Control of cleaning materials for Branch

·       Overseeing Driver and Cleaner and their daily functions.

•     Assists with ISO Audits and ensures ISO compliance

·       Stock control and placing internal orders for client orders

Personal Skills and Competencies

·       Fully Billingual

– Excellent listening skills

·       Strong verbal & written communication skills, telephone etiquette

·       Resilience – being able to handle/deal with complaints from customers

·       The ability to work as part of a team

·       Be self-driven & pro-active

·       High sense of urgency

·       Excellent phone manner

·       Customer focus

·       Technically minded

·       Planning ability

·       Self-disciplined and driven to meet sales budget

·       Ability to build good relationships

·       Ability to close deals efficiently and effectively

·       Be a self starter who shows initiative