Office Assistant

JOB SUMMARY:

We are seeking an organized and detail-oriented Office Assistant to join our team. This role plays a crucial part in ensuring the smooth operation of office functions and supporting the administrative needs of our organization ensuring a well-organized and efficient work environment. Your contributions will help maintain a productive workplace and support the needs of employees, management, and clients.

Key Duties and Responsibilities, including but not limited to:

General Administrative Support

§ Handle day-to-day office tasks such as filing, organizing, and managing office supplies.

§ Provide support to staff and management with clerical and administrative duties.

§ Assist with new employees induction and maintaining records.

§ Coordinate employee benefits and office-related requirements.

§ Assisting with data entry and basic reporting.

Reception and Customer Service

§  Greet and assist visitors, clients, and employees in a professional manner.

§  Answer and direct phone calls, emails, and other correspondence.

§  Manage the reception area and maintain a welcoming and professional office environment.

Scheduling and Calendar Management

§  Schedule meetings, appointments, and travel arrangements for staff or executives.

§  Organize conference rooms and ensure proper setup for meetings and events.

Document and Record Management

§  Maintain both physical and electronic filing systems to ensure documents are organized and easily accessible.

§  Prepare, proofread, and edit documents and reports.

§  Ensure documents are securely stored and confidential information is managed appropriately.

Office Equipment and Supplies Management

§  Monitor office supplies and equipment, ensuring stock levels are maintained.

§  Order and manage office supplies, ensuring timely delivery and cost-effectiveness.

Communication and Correspondence

§  Facilitation of communication with internal staff/ departments and external vendors and/or clients.

§  Relaying messages accurately and efficiently.

§  Supporting internal communication efforts with drafts, sending, and tracking official communications such as letters, emails, and memos.

Event Planning and Coordination

§  Organize office events, team-building activities, or company functions.

§  Coordinate logistics for meetings, conferences, and events hosted by the organization.

Requirements

Qualifications and Skills:

§  Minimum of Matric or equivalent qualification.

§  Minimum of 1 years proven experience in a similar role and fast paced environment is preferred.

§  Must have your own vehicle with valid driver’s license.

§  Strong organizational skills with the ability to prioritize tasks and manage time effectively.

§  High attention to detail, ensuring accuracy in documentation and office management.

§  Excellent written and verbal communication skills.

§  Ability to interact professionally with clients, employees, and management.

§  Experience in managing sensitive information and maintaining confidentiality.

§  Proficiency in Microsoft Office Suite and office management software.

§  Strong problem-solving skills and ability to troubleshoot office-related issues.

§  Ability to manage multiple tasks simultaneously in a fast-paced environment.

§  Friendly, professional demeanor with excellent customer service skills.

Benefits

Group Risk Benefits (100% contribution)

Medical Aid with Discovery (100% contribution)

Gap Cover (100% contribution)

On-site barista and refreshments with breakfast, lunch and snacks

On-site parking