Our client is looking for an experienced Office Administrator that can handle general Reception duties that include but not limited to: Handle all first encounter interaction (face-to-face and telephonic) with all stakeholders, employees and visitors. To support and assist the Senior Personal Assistant and administration team with workflow relating to all Business Unit’s.

Main Responsibilities:

• Greet and welcome all guests as soon as they arrive at the office.
• Direct visitors to the appropriate person/employee and office.
• Answer, screen and forward incoming phone calls and emails.
• Assist with accurate daily communication to Sales, Admin and Management Departments.
• Ensure reception area is tidy and presentable.
• Daily monitoring and managing of Admin display systems i.e. DSTV and CCTV System.
• Maintain office security by following safety procedures and controlling access via the reception desk (which include front and back door access to office).
• Scheduling of services of office equipment that can include (but not limited to): printers, copiers, aircons, CCTV cameras, fridges, DSTV decoders.
• Obtain pre-authorization from Business Department Financial Manager.
• Support and assist Senior Personal Assistant.
• Scheduling and managing of courier services after obtaining pre-authorization from Business Department Financial Manager.
• Update Microsoft 365 calendars and schedule meetings as requested by Senior Personal Assistant. Daily update to be sent to Senior Personal Assistant.
• Arrange travel and accommodation requirements which include (but are not limited to): flights, car hire, online boarding, accommodation and prepare all travel packs.
• Managing and ordering of all office supplies including groceries, stationary, cartridges, water, daily and monthly recons to be conducted.
• Pre-authorization to be obtained by Business Department Financial Manager.
• Keep updated records of all office expenses and costs and monthly reconciliation to be submitted to Business Department Financial Manager.
• Perform other clerical duties as per requested from Senior Personal Assistant.
• Keep schedule of Maintenance Department’ outstanding and completed responsibilities and reporting on a weekly basis to HR Department and Senior Personal Assistant.
• Manage booking of meeting rooms, organize cleaning of facility, arrange refreshments, beverages and lunches for all meetings, when required by Senior Personal Assistant.
• Assist with marketing and other related events i.e. promotions & producer days as per requested by Senior Personal Assistant.
• Assist with all presentations for meetings with employees, producers and buyers as per requested by Senior Personal Assistant.
• Manage and control Corporate Clothing, ordering and issue, daily and monthly stock reconciliation.
• Assist with all admin departments when employees are on leave.
• Assist with all ad hoc duties as requested from Senior Personal Assistant.

Interpersonal and influencing skills:

• Self-confident, determined and sets a positive example.
• Healthy, positive mind-set.
• Communicates in a clear logical style (Both oral and writing).
• Has the ability to win respect and influence others by own behaviour.
• Has a positive approach and demonstrates high professional standards when carrying out work.
• Confident and professional telephone manner.

Minimum Requirements/Qualifications/Competencies:

• Own vehicle essential
• Minimum 3 - 5 years’ experience in reception/admin support role is required.
• Intermediate to Advance skills in Microsoft Office which includes, Microsoft Excel, Word and Power Point.
• Deadline driven and team orientated individual.
• Excellent organization and planning skills required.
• Attention to detail – timely and accurate information/reporting essential.
• Excellent interpersonal skills required.
• Ability to work and perform under pressure.
• Ability to complete multiple tasks/projects with minimal supervision.
• Excellent oral and written communication skills (in English and Afrikaans) required.
• Positive attitude and professional demeanour.
• Must be able to work with confidential information.

Please note office hours are 6am to 2pm due to the nature of the business. Salary is R10 000 - R13 000 dependent on relevant experience.