Office Administrator

A well-established organisation in Somerset West, Western Cape 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

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accuracy, conducting periodic data quality audits to identify and correct duplicate records, incomplete fields, or outdated contact information.

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.
• 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.
• 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.

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.
• 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.
• 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.

Requirements

• Excellent typing speed and accuracy with the ability to transcribe dictation and produce error-free documents under time pressure.
• The ability to handle confidential information with discretion and maintain the highest standards of integrity and trustworthiness.
• 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.
• 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.

Qualifications

Grade 12 with Proven Administrative Experience