Job Description

Job Purpose:

To ensure the smooth and efficient operation of the office by managing administrative tasks, supporting staff, and maintaining organizational systems that contribute to overall productivity and effectiveness.

Responsibilities:

Administrative Support

Manage and organize office files, records, and documentation. Handle incoming and outgoing communications (emails, calls, mail). Prepare Reports.

Sales Administration

Providing uninterrupted and professional customer support by responding appropriately to group e-mails and taking overflow calls as and when necessary. Providing clients with quotes as and when required. Ensure complete accuracy on all quotations and orders.

Operational Support

Receiving of stock when required. Picking of orders when required. Book-in & Book-out of repairs when required. Understand all operational functions within the branch. Carrying out inventory cycle check.

Housekeeping

Oversee the cleanliness and organization of the workspace to support operational efficiency.

General

Maintaining professional customer focus in all tasks. Keeping abreast with the latest technology and products by attending all scheduled in-house sales training. Work according to ISO standards and Health and Safety requirements. Report all accidents and hazards. Basic Financial Administration. Process invoices, expense claims, and petty cash. Coordinate with finance or accounting departments as needed. Reconciliation of petty cash and accounting duties on ERP / accounting program (EPICOR). Meet any Account specific administrative requirements accurately and on time.

Compliance & Policy Adherence

Ensure adherence to company policies and procedures. Support health and safety compliance within the office. Maintain confidentiality and data protection standards.

Office Operations

Monitor and maintain office supplies and inventory. Liaise with vendors, service providers, and building management. Ensure the office environment is clean, safe, and well-maintained.

Communication & Liaison

Act as a point of contact between departments and external stakeholders. Relay important information and updates to relevant parties. Support internal communication efforts.

Qualifications and Experience

Matric / Grade 12 certificate (Required) Diploma or Certificate in Office Administration, Business Administration, or related field (preferred) Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) Familiarity with office equipment Basic bookkeeping or financial certification 2-5 years of experience in an administrative or office support role Experience in managing office supplies and vendor relationships Proven ability to handle confidential information with discretion

Knowledge and Skills

Office administration procedures and best practices Basic accounting and financial principles (e.g., invoicing, petty cash, expense tracking) Document management systems and filing protocols Health and safety regulations applicable to office environments Customer service principles and professional communication etiquette Procurement and inventory control Data protection and confidentiality standards Strong time management Excellent attention to detail Effective record-keeping and documentation skills Good interpersonal skills Ability to identify and resolve administrative issues Proactive approach to improving office processes Adaptability to changing priorities and environments * Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)