Job Description

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