Office Administrator

SUMMARY:
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POSITION INFO:

Job Title: Office Administrator/Receptionist

Location: Milnerton, Cape Town

Reports To: Finance/Admin Manager & Operations Manager

Job Summary:

The Office Administrator plays a crucial role in ensuring the smooth operation of administrative functions within the steel manufacturing business. This position requires strong organizational skills, attention to detail, and the ability to manage and assist in payroll and financial reconciliation duties efficiently.

Key Responsibilities:Reception Duties

• Answering of switchboard and screening of management calls.
• Be presentable and professional at all time as you will the first contact to all clients
• Keep reception area neat and tidy at all times.
• Offer refreshments to clients
• Manage boardroom facility
• Manage all company e-mails and distribution of the e-mails to relevant responsible persons
• Liaise with Social media company when required.

Administrative Duties:

• Oversee daily office operations, ensuring efficiency and organization.
• Manage correspondence, including emails, phone calls, and official documents.
• Maintain and update company records, filing systems, and databases.
• Coordinate meetings, appointments, and travel arrangements for management and site teams.
• Ensure compliance with company policies and industry regulations.
• BEE compliance audit assistance

Financial Reconciliation:

• Perform basic financial reconciliation, including accounts payable.
• Assist in preparing financial reports and statements.
• Verify invoices, receipts, and transactions for accuracy.
• Support the finance team in expense tracking.

Office Coordination:

• Manage office supplies inventory and procurement.
• Liaise with vendors, suppliers, and service providers.
• Support HR functions, including onboarding and employee documentation.
• Ensure workplace safety and compliance with health regulations.

Safety:· Liaise with external Safety provider· Liaise with Project Managers on Site safety requirements· Liaise with Operations Manager on Factory and general safety requirements· All administration regarding SafetyQuality· Preparation of Quality Control files for ClientsTraining· Keeping record of all training requirements and ensure training is booked in line with operation requirements.Payroll Management:

• Process employee payroll accurately and on time.
• Maintain payroll records, including deductions, benefits, and tax compliance.
• Ensure adherence to labour laws and company policies regarding compensation.
• Address payroll-related inquiries from employees.
• Maintaining of all staff files
• All administration of IOD claims via RMA portals
• Submissions of EE plans and Skills Development plans on due dates as required by legislation

Key Performance Measurables:

• Administrative Organization: Ensure all office records are up to date and easily accessible.
• Compliance & Reporting: Adhere to company policies and regulatory requirements with zero compliance issues.
• Employee Satisfaction: Maintain a high level of responsiveness to employee inquiries and concerns.
• Safety: Ensure 100% compliance of all safety requirements.
• Training: Ensure training requirements are fulfilled
• Financial Reconciliation Efficiency: Maintain error-free financial records and timely reconciliation.
• Payroll: Be a back-up for the current payroll administrator.

Qualifications & Skills:

• Grade 12 and a Diploma in Business Administration, Accounting, would be an advantage.
• Proven experience in office administration, payroll processing, and financial reconciliation.
• Proficiency in Microsoft Office Suite and payroll software.
• Strong organizational and multitasking abilities.
• Excellent communication and problem-solving skills.
• First Aid qualification will be advantage
• Articulate in English & Afrikaans (Read, write and well versed)

Milestones:-

• General office task to be achieve and efficient by month 2
• Safety to be achieved and efficient by month 3
• HR task to be achieved and efficient by month 3
• Payroll back-up to be achieved and efficient by month 6