Office Administrator

SUMMARY:
Our client, an electrical and automation engineering company, based in the Northern Suburbs is looking for an Office Administrator to join their team.

Job Summary
The Office Administrator ensures the smooth running of operations by managing records, communication, and providing general administrative support across departments.

POSITION INFO:
RESPONSIBILITIES:

• HR & Jobsys Administration
  • Maintain Jobsys:
  • Capturing and verifying timesheets (Monthly – Pty/CC; Weekly – Pty/CC; Workshop; Design; Automation; Project Managers).
  • Loading and updating employee profiles.
  • Updating average labour costs twice annually.
• Fleet & Motor Vehicle Administration
  • Process annual motor vehicle license renewals.
  • Manage documentation for new vehicle purchases and transfer ownership upon settlement.
  • Oversee administration of AODs (Acknowledgement of Debt).
  • Manage traffic fines: redirection, disputes, and follow-ups.
  • Compile and maintain monthly fleet reports.
• Telecommunications & IT Support
  • Administer Euphoria Telecommunications: new line activations, handset purchases, user maintenance.
  • Conduct monthly outbound call cost analysis and submit reports to Debtors.
  • Manage corporate email system: create new email addresses, reset passwords, set up forwards and out-of-office replies.
  • Oversee mailbox cleanup (removing old users, monitoring storage limits to avoid penalties).
  • Maintain and standardize email signatures across the company.
• Communication & Internal Coordination
  • Draft and distribute internal notifications (e.g., leave, meetings, notices).
  • Manage staff birthday notifications.
  • Maintain and circulate the internal communication list.
  • Set up and manage out-of-office notifications for staff.
• Documentation & Records
  • Manage delivery notes, requisition books, job cards (JC’s), site instructions (SI’s), and return books.
  • Maintain the Asset Register, including adding/removing assets and updating replacement values annually for insurance purposes.
  • Handle diary orders annually (placed in October).
• Events & Staff Support
  • Coordinate flowers and gifts for staff occasions.
  • Arrange and manage the Year-End Function and other internal events.
• General Administration
  • Prepare and process outbound cost and expense reports.
  • Provide administrative support to Management and staff across departments.
  • Ensure orderly record-keeping and provide ad hoc administrative support as required.

• Matric (Grade 12) is essential.
• A Certificate or Diploma in Office Administration/Office Management (or similar) is advantageous.
• Intermediate to advanced proficiency in Microsoft Excel (pivot tables, reporting, data analysis).
• Strong working knowledge of Microsoft Office Suite (Word, Outlook, PowerPoint).
• Minimum 2–3 years’ experience in an administrative or office support role (corporate environment preferred).
• Experience in fleet administration, IT/email system support, or telecommunications administration is beneficial.
• Solid understanding of office systems, record-keeping, and reporting processes.
• Strong numerical and analytical ability with attention to accuracy.
• Excellent communication skills (written and verbal).
• Ability to work independently, manage multiple priorities, and meet deadlines.