Marketing Manager

To order and monitor office supplies and type, format, and proofread correspondence, a public-sector entity in Pretoria, Gauteng is seeking a Marketing Manager.

You will have the tools, systems, and backing needed to do the job properly. Integrity, teamwork, and a customer-first mindset are at the core of how the team works. This is a stable position with long-term prospects for committed candidates. If this sounds like the right fit, we would love to hear from you.

Accuracy and adherence to governance processes are central to the position.

Responsibilities

Records Management & Systems

• 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.
• 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.
• 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.
• 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high accuracy, conducting periodic data quality audits to identify and correct duplicate records, incomplete fields, or outdated contact information.

Reception & Client Liaison

• 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.
• 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.

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.
• Manage the procurement of office supplies, stationery, and consumables by monitoring stock levels, obtaining competitive quotations from approved suppliers, placing purchase orders, and reconciling supplier invoices against delivery notes before payment.
• 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.

Requirements

• Excellent typing speed and accuracy with the ability to transcribe dictation and produce error-free documents under time pressure.
• A positive and helpful attitude with a genuine desire to provide excellent service to both internal and external stakeholders.
• 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.
• The ability to handle confidential information with discretion and maintain the highest standards of integrity and trustworthiness.
• A minimum of one to two years of experience in an administrative or reception role within a professional office environment.
• Strong organisational skills and the ability to prioritise multiple tasks while working calmly and efficiently under pressure.

Qualifications

Grade 12 with Proven Administrative Experience