Office Administrator

JOB DESCRIPTION

Assistant Office Administrator

Position Title:

Assistant Office Administrator

Department / Division:

Administrative / Operations Support

Reports To:

Office Manager / Senior Administrator

Employment Type / Location:

Full-time, Permanent | [Insert Location/City]

1. Job Purpose

The Assistant Office Administrator provides essential day-to-day administrative, clerical, and operational support to ensure the smooth and efficient running of the corporate office environment. Serving as a primary point of contact for internal staff and external visitors, this role assists in maintaining office systems, organizing records, handling front-desk reception tasks, and coordinating logistical activities under the guidance of the Office Manager.

2. Key Responsibilities & Duties

· Admin Assistant to Management: Welcome and greet clients, visitors, and vendors professionally. Direct traffic to appropriate personnel and maintain a clean, organized front reception area.

· Data Entry & Record Keeping: Maintain and update electronic and physical filing systems, ensuring accurate entries into files, invoices, supplier records, and contact databases.

· Office Inventory & Supplies: Monitor inventory levels of stationery, office equipment, and pantry supplies. Proactively raise purchase requests and coordinate with vendors to replenish materials within budget parameters.

· Financial Support Documentation: Assist the finance team by gathering invoices, processing basic expense claims, receipt matching, and preparing initial documentation for accounts payable processing.

· General Operational Support: Ensure office machinery (printers, copiers, shredders) remains functional and coordinate service maintenance calls. Provide ad-hoc administrative support to various departments as required.

3. Minimum Requirements & Qualifications

· Education: Grade 12 / Matric certificate. A tertiary qualification, diploma, or certificate in Office Administration, Secretarial Studies, or Business Management is highly preferred.

· Experience: 1 to 2 years of proven experience working as an assistant, clerk, or junior office administration capacity within a corporate or professional services environment.

· Technical Skills: Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint) and general familiarity with office infrastructure, multi-line telephone switchboards, and basic cloud tools (OneDrive/Google Drive).

· Communication Aptitude: Strong verbal and written English communication skills, with a professional phone etiquette and the capacity to engage stakeholders across all organizational levels.

· Organizational Capabilities: Excellent multi-tasking skills with the ability to prioritize urgent daily tasks efficiently while remaining calm under pressure.

· Key Attributes: A high level of punctuality, confidentiality, professional discretion, problem-solving mindset, and a collaborative team-player attitude.

Pay: From R8 000,00 per month

Work Location: In person