Office Administrator/Receptionist

SUMMARY:
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POSITION INFO:

JOB FUNCTION AND RESPONSIBILITY: OFFICE ADMINISTRATOR

JOB SUMMARY AND GENERAL RESPONSIBILITIES

The Office Administrator is responsible for receiving and welcoming all customers, visitors and guests and ensuring that all office activities run efficiently and effectively by providing both clerical and administrative support to management. This includes but is not limited to:

• Handling of phones and all related requirements, including data, airtime, upgrades, new contracts, and repairs.
• Assistance with vehicle branding.
• Responsible for all workwear orders, embroidery etc.
• Arranging flights and accommodation for Head Office, including after-hours assistance when required.
• Telephone line upkeep, updating the telephone list, and emailing updates when staff changes occur.
• Collection of post at Brentwood Centre.
• Processing incoming purchase order requests and all monthly invoices.
• Assistance with arranging marketing items for sales representatives.
• Sourcing new suppliers and managing preferred supplier and vendor lists.
• Sourcing and ordering stationery, office equipment, office groceries, and monthly orders.
• General administrative functions for Head Office.
• Resolving staff, customer, and employee queries, including verification and resolution of staff queries.
• Assistance with office functions and events by planning food and beverages, procuring required items, and preparing for meetings and functions.
• Assisting the Fleet & Facilities Support with bakkie hire from Pace Car Rentals.
• Assisting with courier services when required.
• Boardroom and meeting room requirements, including ensuring rooms are cleared and tidied after every meeting.
• Managing tea, coffee, and lunch orders, including reconciliations.
• Logging technical issues with switchboard lines and office extensions with Facilities.
• Checking groceries and stationery orders and signing off with staff on collection.
• Receiving and attending to walk-in customers and guests for meetings and corporate events.
• Vehicle hire for all departments.
• Assisting Flow Solutions with training setup.
• Credit card reconciliations for the Stralitzia Travel Card and Office Administrator Card.
• Ordering items for Facilities online.
• Upkeep of the storeroom.
• Operating the Standard Bank POS machine, including daily banking, handing slips to the Debtors Clerk, and noting who each transaction slip is for.
• Assisting the HR team with any ad hoc duties.

LOCATION

Pomona, Johannesburg and such other locations or destinations as determined by the Employer from time to time.

REPORTING RELATIONSHIPS

Reports to: Human Resources Manager
Manages: None

SKILLS & REQUIRED COMPETENCIES

• Excellent written and oral communication skills.
  Friendly, outgoing and great interpersonal skills.
  Excellent administrative skills.
  Strong organisational and time management skills.
  Computer literate in Widows, MS Office and ERP as well as any other software owned or used by the Employer such as Pastel Evolution.
  Resourcefulness and problem-solving skills.

REQUIRED PERSONAL ATTRIBUTES

• Presentable and professional appearance at all times.
  Attention to detail with a sense of urgency.
  Customer orientated.
  Self-motivated and able to work independently as well as part of a team.
  Flexibility to manage more than one task at any given time.
  Work well under pressure.
  Assertiveness.
  High ethical standards and keeping absolute confidential information.
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  MINIMUM QUALIFICATION AND/OR EXPERIENCE REQUIREMENTS
• Educational level: Matric Certificate, Diploma or degree in Business Administration and/or relevant qualification.
  Strong knowledge of and experience with all computer software utilised by the Employer.
  Relevant previous work experience.

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