Description

Responsibilities

• Handles inquiries, schedules appointments, develops presentations, and fills other office support functions.
• Organises and attends meetings, taking minutes and keeping notes.
• Booking rooms and conference facilities.
• Maintains scheduling and event calendars.
• Coordinates travel arrangements.
• Arranging both in-house and external conference functions and events.
• Ordering and maintaining stationery and equipment.
• Manages appointments. Office Administration and support.
• Mails documents and newsletters and other information as and when required.
• Prepares and types documents, letters and reports.
• Co-ordination and implementation of office procedures.
• Organising and storing paperwork, documents and computer-based information.
• Photocopying and printing various documents, sometimes on behalf of other colleagues.
• Complete forms in accordance with company procedures.
• Types and distributes meeting notes, routine correspondence, and reports.
• Receives and responds to correspondence.
• Performs sorting, filing, and cross referencing of materials and documents.
• Utilises, reconciles and manipulates data for management reports from different internal and external sources.
• Captures data in standardised format.
• Maintains hard copy and electronic filing system.
• Manages, maintains, and updates a wide variety of records , reports and files.
• May distribute mail, retrieve and deliver files, and copy documents.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Adheres to agreed serve level agreements.
• Liaising with colleagues and external contacts to book travel and accommodation.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Liaising with staff in other departments and with external contacts.
• Greets refers and assists visitors, clients, callers, staff and others and handle their inquiries, and direct them to the appropriate persons according to their needs.
• Communicates with internal and external clients.
• Monitors the use of expenditures and keeps record thereof within the department, for the manager.
• Complies records, organises, maintains files and posts records. Completes invoicing as and when required.
• Control stock of stationery and office supplies.

Requirements

• Grade 12

Skills & Competencies

• Strong organizational and administrative skills
• Excellent written and verbal communication
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Attention to detail and accuracy
• Time management and multitasking abilities
• Planning and coordination skills
• Data capturing and record management
• Customer service and interpersonal communication
• Ability to work under pressure and meet deadlines
• Integrity, accountability, and confidentiality