Office Administrator / Personal Assistant (Mossel Bay)

SUMMARY:
Our client, a well-established professional practice within the architecture and design industry, is seeking an Office Administrator / Personal Assistant to join their dynamic team. With over a decade of experience, the practice is known for its integrity, creativity, and commitment to delivering projects that balance innovation with practicality.
 
Team Dynamics
You will be joining a close-knit, professional team that places a strong emphasis on precision and excellence. The environment is supportive yet detail-driven, where collaboration and accountability are highly valued. Every member contributes positively to the group dynamic, maintaining high standards of accuracy while working together to achieve outstanding results.
 
Experience

• Previous experience in office administration, reception, or PA roles.
• Background in managing office operations and client-facing responsibilities.
• Experience in handling professional correspondence and scheduling.
• Exposure to municipal submissions or similar administrative processes is advantageous.

• Relevant qualification in office administration, business management, or related field preferred.
• Additional certifications in administration or IT systems would be beneficial.

• Proficiency in Office 365 (including MS Teams – essential).
• Knowledge of Sage is an advantage.
• Excellent organizational and time-management skills.
• Strong communication skills with professional written and spoken language.
• Fluent in both English and Afrikaans (written and spoken).
• Ability to multitask and work accurately under pressure.
• Team-oriented mindset with attention to detail and high standards of professionalism.

• Answer incoming calls promptly and professionally.
• Welcome and assist clients, contractors, and visitors.
• Manage front desk operations, ensuring a professional and friendly first impression.

• Maintain filing systems and ensure documents are organized.
• Manage office supplies (stationery, kitchen stock) and place orders when needed.
• Oversee office cleanliness and coordinate with cleaning staff.
• Schedule appointments and assist with diary management.

• Draft, proofread, and respond to emails with excellent grammar and professionalism.
• Prepare agendas, take minutes, and arrange meetings.
• Submit plans to municipalities via online platforms (Collaborator experience is a plus).
• Ensure smooth use of Office 365 tools (Word, Excel, Outlook, MS Teams).
• Support with Sage accounting software (advantageous).

• Maintain neat, professional office attire (not formal, but highly presentable).
• Represent the practice as the “face” of the office.

• Assist with personal errands (e.g., pharmacy visits, car maintenance).
• Provide support in community liaison tasks, including answering calls and assisting with communication between the practice and local residents.
• Help optimize time management by handling tasks that free up focus for core business activities.

POSITION INFO:
Kindly apply if you meet the minimum requirements. Should you not hear back from us within 2 weeks consider your application as unsuccessful.