Urgent: Office Administrator

A well-established organisation in Springs, Gauteng requires a Office Administrator to support management with day-to-day administrative duties. Key tasks include data capturing, maintaining filing systems, ordering office supplies, and assisting with travel arrangements and expense claims. The position offers stability within a collaborative team.

Responsibilities

Reception & Client Liaison

• Manage a multi-line switchboard by answering incoming calls within three rings, screening and directing calls to appropriate departments, and taking detailed messages when colleagues are unavailable including caller name, company, contact number, and nature of enquiry.
• Receive, sort, and distribute incoming mail, courier parcels, and fax communications daily, and prepare outgoing correspondence including registered post items and courier consignments for dispatch while maintaining an accurate mail register.
• Assist clients and visitors with enquiries in a courteous and helpful manner, providing accurate information about the organisation's services, hours of operation, and locations, and directing individuals to the appropriate department or resource person efficiently.

Records Management & Systems

• Capture, update, and verify client and employee data on the company's database or CRM system with high accuracy, conducting periodic data quality audits to identify and correct duplicate records, incomplete fields, or outdated contact information.
• Maintain both physical and electronic filing systems according to the organisation's file plan and records management policy, ensuring all documents are correctly classified, indexed, and stored for rapid retrieval when requested by management or auditors.
• Process and track incoming and outgoing documentation such as job applications, invoices, purchase orders, and contracts through the appropriate approval workflows, maintaining an accurate document register at every stage of processing.

Office & Administrative Support

• Coordinate travel arrangements for staff including booking domestic and international flights, accommodation, and car hire, and preparing detailed itineraries with all relevant contact information, meeting schedules, and venue directions.
• Type, format, proofread, and distribute correspondence including letters, memos, reports, and presentations using Microsoft Office, ensuring professional presentation, correct formatting, and grammatical accuracy in all outgoing documentation and communications.

Requirements

• The ability to handle confidential information with discretion and maintain the highest standards of integrity and trustworthiness.
• Strong verbal and written communication skills in English, with ability to interact professionally with clients and colleagues.
• A well-presented and professional appearance at all times, as the role involves being the face of the organisation to visitors.
• Excellent typing speed and accuracy with the ability to transcribe dictation and produce error-free documents under time pressure.
• Proficiency in the Microsoft Office suite including Word, Excel, Outlook, and PowerPoint with ability to produce well-formatted documents.
• A Grade 12 certificate is essential; a post-matric qualification in office administration or a related field is advantageous.
• A minimum of one to two years of experience in an administrative or reception role within a professional office environment.

Qualifications

Grade 12 with Proven Administrative Experience