Executive Assistant / Office Administrator

at  Time Personnel

JOB OVERVIEW

• Date Posted: Posted 2 weeks ago
• Location: Cape Town, Western Cape
• Job Title: Executive Assistant / Office Administrator
• Education Level: High School / Matric
• Job Level: Intermediate
• Minimum Experience: 5- 7 Years

REQUIREMENTS:

• Matric, relevant qualification advantageous
• 4+ years of experience in an office admin role
• Strong attention to detail
• Able to multi-task and handle multiple projects that run concurrently to completion
• Excellent telephone email/etiquette.
• Be thoroughly organised and able to follow through with tasks to completion
• Be proactive and solution driven
• Ability to work independently and as part of a team.
• Positive cheerful demeanour

• Manage Reception Area Switchboard – taking messages if staff is unavailable
• Welcome guest- offer something to drink
• Manage Office Supplies, Printer, Stationery, Groceries (weekly order)
• Office equipment (laptops, mouse, monitors, headsets
• Travel and Accommodation / Build relationship with travel support company
• Be the first point of call and know what travel is being booked
• Staff events: Assist with booking and co-ordination of all staff and incentive functions
• Payment of invoices, make sure invoices are sent to accounts payable and paid on time
• Assist accounts with invoice queries/ Invoice following ups
• Recon of bank statements / Expense claims (collate slips add expense to spread sheet)
• Follow up on discrepancies/queries on statements
• Ensure duties are completed daily and office hours are kept to
• Coordinate with Sales/Marketing assistance
• Maintain a neat and orderly space and keep it under lock and key
• Maintain Birthday list and communicate wishes with the team
• Assist with People related functions, anniversaries, year-end functions etc.
• Staff Onboarding
• Assist HR to prepare induction packs for new starters (list of material required)
• Assist with food and drink arrangements during induction week
• IT equipment Procurement
• Understand payment terms and communicate payments terms
• Support MD: Assist with ad hoc tasks and requests