Office Administrator - Cape Town
Swift International Human Resources
Nơi làm việc
Cape Town
Hình thức tuyển dụng
Toàn thời gian
Chi tiết công việc
Reputable company in the Construction industry is looking for a suitably qualified Office Administrator to join their team in Cape [URL Removed] Responsibilities:
Providing administrative support to the Project Manager and the staff in the Cape Town Office.
Education, Qualifications and Work Experience:
• Matric (Grade 12)
• Secretarial and/or Office Administration qualification Basic numeracy and literacy
• Be able to work unsupervised
• Good communication skills
• Good reading, writing and speaking skills
• At least 2 years’ practical experience within a construction environment
Requirements:
• Answering of incoming telephone calls
• Organizing and liaising of diaries - updating and prioritizing of appointments
• Client interaction and liaison, Document Control as per Client / Company requirements
• Compile As-Built Files and Data Packs, Co-Ordinate Training and Courses with HR
• General PA duties to Divisional Head: Projects, Tend to Clients during meetings, Manage Office filing system, Booking of Medicals / Inductions, Filing of documents (Mfiles and hard copies)
• Provide secretarial and administrative support for meetings, seminars and/or workshops, including the taking of notes, planning, organizing and scheduling of meetings
• Drafting of meeting agendas / minutes
• Compilation of PowerPoint presentations, maintain an appropriate and effective filing system, including filing, safe keeping and retrieving of all documentation, reports and records
• Replenishment of office stationery provisions, Specific classification and coding of filing records according to the prescribed format.
• Draft correspondence, faxes, memorandums and reports on administrative matters from oral and written instructions, previous correspondence or other available information sources in accordance with the required procedures and standards
• Implement, maintain and control best practice office administrative systems
• Organizing catering hosting and facilitating of all office functions
• Arrange and confirming of all travel arrangements, regional and international bookings including visa applications, foreign exchange, travel itineraries, car rentals, flight arrangements accommodation and all other related responsibilities
• Travel arrangement reconciliation of invoices, purchase orders and payments
• Compilation of monthly accommodation reports
• Petty Cash Claims – Estimating Office Only
• Assist Project Managers on all admin duties
• Assist with admin on Project Reviews
• Ordering of Stationery and Consumables and Control of it
• Manage Archiving System, Coffee / Tea when requested
• Assist in the project management process by collecting, collating, producing records
• Updating CV’s, Filing of document (Mfiles & hardcopies) – Tender Related
• Compile tender returnable as per tender requirement requirements
• Request for proposal and information, Opening of project documentation files
• Organizing catering hosting and facilitating of all office functions
• Updating of Notice Boards and removal of old info, Ensure compulsory data is displayed on Notice Boards
• Ensure general neatness of office facilities such as printing station and boardrooms
• Monitoring / Managing facilities – Boardroom, Kitchen, Stores, Strong rooms, Bathrooms
• Ensure Boardroom facilities are in working condition such as Dry Wipe Markers etc.
• Reception Duties
Desired Skills:
• Office Administration
• Reception
• Personal Assistant
• Office Management
