Introduction
The Office Administrator plays an important role in ensuring smooth daily operations within the office. This half-day position involves managing administrative tasks, coordinating office activities, and providing support to staff to enhance productivity and efficiency.
Duties & Responsibilities:
Office Management:
Ensure a clean, organised and functional office space, by effective management of the relevant employees (internal and contracted).
Liaise and co-ordinate with office supply vendors to facilitate the ordering and supply of necessary office supplies.
Manage correspondence, maintain records and oversee office supplies inventory, including but not limited to:
Ordering and managing groceries, water, stationary, business cards, printers, etc.
Handle incoming and outgoing mail, packages and deliveries.
Building Maintenance:
Report, record and resolve matters requiring maintenance -
E.g. Aircons, lifts, gates, electrical issues, furniture, alarm systems, pest control, window cleaning, etc.
Assist with the follow-up on matters requiring maintenance and contacting providers, to conduct the required services.
Escort and direct maintenance workers as required and as per the security protocols.
Communicate with Management or staff regarding reported issues and when workers are on site.
Scheduling & Coordination:
Arrange flights and accommodation, where necessary.
Plan, execute and assist with office events, e.g. Health and Wellness events, social events, year-end functions, etc.
Manage expense claims for Managing Director and General Manager.
Organise meetings, prepare agendas and manage calendars for Senior Management as and when required.
Administrative Support:
Maintain, update and organise company files and documents.
Manage the MediCharge organogram and keep it updated.
Manage the MediCharge telephone list, including 3CX, and keep it updated.
Create purchase orders and distribute to Service Providers where required.
Coordinate and purchase recognition and long service award vouchers/gifts/frames.
Support all departments with administrative tasks as required
Desired Experience & Qualification:
Grade 12 or equivalent.
2 years’ experience in a similar role.
Strong organisational and multitasking abilities.
Proficiency in office software such as Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Excellent communication and interpersonal skills.
Problem-solving mindset and attention to detail.
Strong sense of initiative and proactive approach to work.
Highly motivated and enthusiastic.
Basic knowledge of health and safety practices advantageous.
Experience in managing small teams or leading projects is an advantage
Let me know if you need assistance.