Data Capturer

Hands-on from day one, the Data Capturer will order and monitor office supplies, assist with preparation of meeting agendas and supporting documentation and greet all visitors to the office in a friendly and professional manner for a public-sector entity in Mthatha, Eastern Cape.

Hard work is matched by genuine respect for the people who do it. You will work alongside an experienced and supportive team in a professional setting. You will gain exposure to a broad range of tasks that build valuable experience. If you are the right person for this role, apply without hesitation.

Responsibilities

Office & Administrative Support

• 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.
• Provide comprehensive administrative support to management by scheduling meetings and appointments, preparing agendas and meeting packs, taking accurate minutes, and diligently following up on action items to ensure timely completion and accountability.

Reception & Client Liaison

• Serve as the first point of contact for all visitors and callers by greeting them warmly and professionally, determining their needs efficiently, notifying the relevant staff member promptly, and maintaining a presentable and welcoming reception area at all times.
• 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.
• 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.
• 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

• Ensure compliance with the Protection of Personal Information Act when handling confidential client and employee records, limiting access to authorised personnel only and securely disposing of documents that have reached their retention expiry date.
• 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.
• 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.

Requirements

• Excellent typing speed and accuracy with the ability to transcribe dictation and produce error-free documents under time pressure.
• 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.
• Strong verbal and written communication skills in English, with ability to interact professionally with clients and colleagues.
• Strong organisational skills and the ability to prioritise multiple tasks while working calmly and efficiently under pressure.
• Proficiency in the Microsoft Office suite including Word, Excel, Outlook, and PowerPoint with ability to produce well-formatted documents.
• A well-presented and professional appearance at all times, as the role involves being the face of the organisation to visitors.

Qualifications

National Diploma in Office Administration