Office Administrator/ PA

Short Job Description: 

Our client, an engineering firm, is currently recruiting an Office Administrator/PA. The successful incumbent will be the 'glue' that holds the team together and will be responsible for providing strong secretarial support to the business owner and to help keep the office well organised.

Where will the person be located? (Town/Suburb/Remote): 
Kloof, KZN
Select which one of these best describes the role: 
Full time - with flexibility
Main area of expertise required: 
Administration - Office
Personal Assistants
Required Qualification: 
Matric
List of required computer software skills: 
Excel, Word, Outlook, Chrome, Xero, Pastel
Estimated hours: 
8
Day
Remuneration in ZAR: 
15000 neg
Remuneration term: 
Monthly
Job posting date: 
Wednesday, October 13, 2021
Full Job Description: 

Office Administrator/PA Job, Kloof, KwaZulu-Natal

 

The successful incumbent will be responsible for providing strong secretarial support to the business owner and to help keep the office well organised.

Requirements:

  • Fully computer literate (advanced knowledge of Microsoft Word and Excel),
  • Basic accounts capturing and processing using Xero software,
  • Marketing experience,
  • Social media content management,
  • Knowledge of using database systems,
  • Advanced typing speed,
  • Problem solving skills,
  • Ability to plan and prioritise workloads to meet deadlines,
  • Outstanding organisational and time management skills,

Responsibilities:

Provide strong secretarial support to the Owner to manage their workload and activities

  • Outlook diary management,
  • Outlook mailbox - regular sifting through emails and reassigning should they be aligned with a different department, filing personal information, actioning admin activities,
  • Draft and review correspondence
  • Draft and prepare reports, presentations, letters, etc,
  • Attend and take minutes of meetings,

Provide strong secretarial support to the Owner to manage their workload and activities

  • Organizing all appointments efficiently and conveniently,
  • Private bookkeeping and filing, etc,
  • Booking holidays, restaurants, private purchases, etc.
  • Act as an administrative assistant for senior staff
  • Create and update Standard Processes for all aspects of the business.
  • Manage and refine internal filing and other procedures.
  • Monitor and maintain all office and kitchen supplies.
  • Perform updates and expansions to the website in support of the Communications department.
  • Refine office layout as organizational needs change.
  • Perform desktop publishing and graphic design work in support of the Communications department.
  • Implement new technology roll-outs and upgrades as organizational needs change.
  • Maintain and troubleshoot technology in the office, including computers, networking, printers, copiers, telephones, televisions, projectors, and all software systems.
  • Assist staff with desktop publishing and graphic design work.
  • Act as a liaison to vendors, building management, and other external parties.
  • Booking travel – being aware of the traveller’s business and personal commitments:
    • Booking flights based on travellers’ preferences (seating, preferred times to fly, etc),
    • Booking accommodation
  • Financial:
    • Data capturing
    • Invoicing, sending customer statements & follow up on Debtors
    • Cash Book
    • Debtors management and collections
Application process:
Before applying check that your CV is comprehensive and that the roles and responsibilities demonstrate your capabilities and experience rather than a list of tasks. Always write in full sentences. You have up to 12 places of previous employment to demonstrate your skills, use as many as you feel are required but always include more than one. Write a motivational email explaining why you should be considered for the role. The motivational email will be seen before the CV and is submitted to the client with the CV. If you have not heard back within 14-21 days please assume the application was not successful.

To apply for this job, you need to be logged in.

Log in   OR   Register