Junior Administrator

SUMMARY:
Administrator with proven experience

POSITION INFO:

JUNIOR ADMINISTRATOR

JOB TITLE: Junior Administrator

REPORT TO: Executive Personal Assistant

AREA: Johannesburg

REMUNERATION: Market Related

KNOWLEDGE / SKILLS / EXPERIENCE

• Matric

• Proven experience in administrative duties or similar, or strong academic results, can be a good foundation for an entry-level position.

• Must speak English and Afrikaans

• Proficiency in Microsoft Office, including Excel, Word, and Outlook

• Ability to handle minor issues and seek guidance when needed.

• A cooperative and collaborative attitude to work effectively with others

• Attention to detail

• Good communication skills

• Great people skills

• Mature individual

• Preferably have own transport

Assist with the following Duties:

Junior Administrator

• Exec’s travel arrangements

• Assist with Exec’s calendars.

• Assist in setting up meetings and coordinate meetings (example: yearend functions, sales conferences, launch events).

• Letter writing, taking dictation, create transcribe, and distribute meeting agendas and minutes.

• Assist with preparation of Agreements

• Answer telephones and handle queries in an appropriate manner.

• Meet and greet clients and visitors.

• Perform general clerical duties to include but not limited to photocopying, faxing, mailing, scanning, and filing (also filing of Exec’s personal documentation).

• Assist in maintaining hard copy and electronic filing system (All agreements, statutory, contracts etc.)

• Sign for courier/delivery packages.

• Research, price, and purchase office furniture and supplies (furniture / stationery).

• Assist with Accommodation booking for Company employees

• Liaise with suppliers

• Ordering Office Supplies and Stationery

• Assist with arrange delivery of stationery and groceries to the stores

• Assist with reception duties

Additional Administrative Duties

• Assist with personal tasks for Executives (vehicle license, medical aid, Insurance Policies)

• Assist with insurance claims for Company as well as on Personal Policies.

• Assist with Medical Aid submissions / Claims for Executives

• Assist with Utility queries for executives

• Assist with Registration of New Vehicles for Executives

• Assist with Payment preparation for Executives and queries thereof. Checking Statements for correct amounts.

• Assist with following up on all medical, personal, and family queries

• Assist with General Building Maintenance queries (Air Con Repairs / Electricians / Carpet Cleaning / Generator Maintenance / ADT Services etc.)

• Assist with Golf Bookings for Executives

• Assist with ordering of Stationery and groceries- checking of stock, expiry dates and unpacking of all stationery and grocery orders.

• Picking of stationery and groceries for the stores and arranging delivery thereof

• Assist with renewing of Vehicle licensing / new registrations / booking of maintenance of vehicles

• Tracking of passport expiry dates as well as drivers’ licences. Assist with booking appointments for renewals.

• Assist with Overseeing maintenance, quotations, payments, and general quality of completed work. Assist and search for new Service providers for Maintenance and construction on the building.

• Assist with the delivery notes, organizing the delivery routes for various departments, stock deliveries, emergency deliveries.

• Assist with the Organizing of deliveries and pick-ups for executives and their families

• Assist with Online purchases for the Executives

• Assisting with recruiting of vacant positions

• Assist with set up of interviews / dates / preparation etc.

• Assist with booking of the boardrooms for interviews

• Assist with capturing the outcomes of interviews and following up with recruitment agencies

• Assist with regret letters to unsuccessful candidates

• Assist and drafting of contracts, job descriptions and policies for new employees

• Filing of all HR related documentation

• Assist with New user forms / End user forms

• Assist with Asset control forms to hand assets to companies