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Office Administrator

Rendzo Enterprise Support Institute
Midrand, Gauteng
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Contract

We are looking for a person with massive understanding of Administration role and tendering processes and have worked at an environment where they have administered tenders. Meaning, the understanding of tender administration is an added advantage, but can be trained. Administration skills is highly recommended. The person must provide an effective and efficient day-to-day operations of the group of companies and be responsible for supporting the organisation in a variety of ways including bookkeeping, communications, scheduling, data entry, secretarial services and much more. Provides both clerical and administrative support to professionals, either as part of a team or individually. She or He must be involved with the coordination and implementation of office procedures and frequently have responsibility for specific projects and tasks. Coordinating officeactivities and operations to secure efficiency and compliance to company policies. Supervising administrative staff and dividing responsibilities to ensure performance. Keep stock of officesupplies and place orders when necessary. This job will involve oral and written communication, word processing and dealing with email and telephone enquiries.

The appointed person must support managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.

Responsibilities:

  • Answer and direct phone calls
  • Organize and schedule meetings and appointments
  • Maintain contact lists
  • Produce and distribute correspondence memos, letters, faxes and forms
  • Assist in the preparation of regularly scheduled reports
  • Develop and maintain a filing system
  • Order office supplies
  • Book travel arrangements
  • Submit and reconcile expense reports
  • Provide general support to visitors
  • Provide information by answering questions and requests
  • Take dictation
  • Research and creates presentations
  • Generate reports
  • Handle multiple projects given in the business
  • Prepare and monitor invoices confidentially as trusted
  • Develop administrative staff by providing information, on educational opportunities and experiential growth opportunities that comes or the Director can identify
  • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Maintain professional and technical knowledge by attending educational workshops;
  • Contribute to team effort
  • Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Organize travel arrangements for senior managers
  • Write letters and emails on behalf of other office staff
  • Book conference calls, rooms, taxis, couriers, hotels, air ticket,
  • Cover the reception desk – act as a receptionist
  • Handle sensitive information in a confidential manner
  • Take accurate minutes of meetings
  • Coordinate office procedures
  • Reply to email, telephone or face to face enquiries
  • Develop and update administrative systems to make them more efficient
  • Resolve administrative problems
  • Receive, sort and distribute the mail
  • Answer telephone calls and pass them on the recipient responsible
  • Manage staff appointments
  • Maintain up-to-date employee holiday records
  • Coordinate repairs to office equipment
  • Greet and assist visitors to the office and ask what they need
  • Photocopy and print out documents on behalf of other colleagues
  • Assist in packaging tenders and organising those that will price the tenders
  • Work with all pricing team and know when each tender due by developing a reminder system

Requirements:

Proven admin or assistant experience

  • Knowledge of office management systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office
  • At least 1 year of experience in the field or in a related area
  • High school diploma or equivalent that we can agree on.

Administrative Assistant top skills & proficiencies:

  • Reporting Skills
  • Administrative Writing Skills
  • Microsoft Office Skills
  • Analysis
  • Professionalism
  • Problem Solving
  • Supply Management
  • Inventory Control
  • Verbal Communication
  • Office Administration Procedures
  • Typing Skills
  • Attention to Detail
  • Accuracy
  • Multitask
  • Telephone Skills
  • Teamwork
  • Discretion and Judgment
  • Patience

Job Type: Contract

Experience:

  • quickbooks: 1 year (Required)
  • Administrative office procedures, practices and equipment: 1 year (Required)

Licence:

  • Code 08 and 10 (Required)

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