Office Administrator

This is a fixed-term contract for a period of five (5) months. The successful candidate will provide temporary cover while the Office Administrator is on leave. Manage the office and facilities to ensure that the office is maintained with high standards of safety, hygiene and cleanliness. The role manages the switchboard and reception desk and provides administrative and/or functional assistance to Execs and employees throughout the day.

Reception

• Welcome guests and clients warmly and cheerfully;
  
• Answering, screening and forwarding telephone calls;
  
• Maintain office security by enforcing safety procedures and controlling access via reception desk;
  
• Arranging courier services;
  
• Receiving and sorting daily mail and emails;
  
• Filing, archiving, transcription of documents and data capturing in MS excel;
  
• Assist with and conduct inductions for new appointments;
  
• Maintenance of biometric access control database;
  
• Arrange and organize refreshments for guests;
  
• Arrange visitors parking;
  
• Arrange/schedule appointments, interviews and meeting rooms; and
  
• Maintain a pleasant, happy disposition in the office at all times, making new staff feel welcome and rendering assistance as necessary.
  

Office Management

• Provides both internal and external customer support and service;
  
• Provides ongoing facilities and admin support companywide;
  
• Manage cleaning staff;
  
• Manage stationery and office supplies inventory maintaining an accurate register;
  
• Ensure board rooms are spotless every morning and after meetings;
  
• Facilitate the cleaning of kitchen tables and chairs daily, fridge once a week, dishes at all times, cleaning of kitchen floors and counter tops;
  
• Administration of parking;
  
• Maintain the office and report any faults in the office to the relevant vendor or supplier;
  
• Be the point of contact for all suppliers/building management;
  
• Arrange Travel, car hire, accommodation.
  

Educations and Experience

• 3+ years’ experience in a customer facing role; and
  
• Strong administrative skills; and
  
• Experience with ERP’s; and
  
• Previous Facilities Management experience advantageous; and
  
• Grade 12 (minimum).
  

Skills and Behavioral Competencies

• Enthusiastic and service orientated; and
  
• Strong problem-solving skills; and
  
• Resilience and emotional maturity; and
  
• Strong in both verbal and non-verbal communication; and
  
• Strong attention to detail; and
  
• Strong organization skills.
  

• Competitive salary structure.
  
• Conveniently located at the "Great Westerford Building" on the Corner of Dean Street and Main Road with access to:
  
• Dean Street Arcade and Newlands Quarters with a variety of Restaurants and Coffee Shops
  
• Child Care Facilities (inside Great Westerford Building)