Office Administrator

SUMMARY:
An exciting opportunity for an Office Administrator to join a leading retail group based in Ballito.

The successful candidate will be responsible for supporting the Admin team and assisting various departments within the head office.

POSITION INFO:
Requirements:

• Matric
• Computer Literate and especially proficient in Microsoft office.
• Relevant Admin/Financial qualification would be advantageous
• Excellent Communication
• Attention to detail/ accuracy
• Time Management and good planning abilities
• Excellent Typing Skills
• Must be able to work under pressure and have high energy levels
• Champion the Company’s Purpose and Values
• Write well using correct grammar and spelling.
• Communicate verbally with confidence and clarity.
• Ask effective questions and listen actively
• Follow instructions correctly

• General
• Motor Vehicle Licensing
• Business license applications
• Liquor license applications
• Flammable liquid license applications

• Answer and address incoming phone calls in a timely and polite manner.
• Receiving visitors in a polite and professional manner - Clarify Visitors’ needs and offer Refreshments where appropriate. Also direct visitors to the correct person when necessary.
• Manage queries and provide correct information to all customers / tenants and visitors including those who are difficult.
• Screening of calls and forwarding calls to relevant personnel (all divisions).
• Screening of visitors and staff (including the recording temperature readings where necessary).
• Recording of messages / email messages accurately to relevant personnel.
• Handing out newsletters, memos and circulars to tenants. (Some can be urgent and required to be done without planned notification.)
• Sort and Distribute incoming mail and prepare outgoing mail, also attend to Courier packages/mail.
• Keep reception area clean and neat, incl maintaining and organising of reading material.
• Monitor people coming and going through the reception doors (ensure that anyone who doesn’t work in the office is received by the person they are here to see).
• Be aware of and report suspicious activity.

• Obtaining statements, invoices.
• Phone contract renewals, issuing of phones, top up requests or queries, and capturing of monthly reports.

• Ordering of cards
• Responding to any card requests or queries
• Capturing the monthly reports
• Obtaining of quotations for motor vehicle repairs and vehicle services.

• Credit Card commission reports
• Water and electricity report
• Pay capturing and journals
• Capturing and submitting of Nashua reports.
• Printing reports
• Prints per user.

• Sending of statements and invoices
• Reconciling of payments to accounts
• Follow up on outstanding payments
• Drafting of letters for overdue accounts.
• New Debtor Applications
• New debtors’ cards
• Head Office recovery Invoices.

• Prepare Financial and managers meeting files
• Printing of Financials
• Printing of managers packs
• Ordering of books for all store and Head office from imprint
• Teltrace reports for all stores to be filter and audited
• Uniform ordering
• Ensure that all supervisor cards are changed every 3 months
• Ensure that all phone codes are changed every 3 months