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
Company Representation:
⢠Maintain Confidentiality & show discretion in all aspects of the job.
⢠Represent the organisation in an ethical and professional manner.
⢠Adhere to company policies and procedures.
⢠Maintain and effect a complete knowledge of rules and regulations of the company.
Duties and Responsibilities:- General
- Motor Vehicle Licensing
- Business license applications
- Liquor license applications
- Flammable liquid license applications
Relief for Receptionist when necessary for the following:
- 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.
Network Service Provider:
- Obtaining statements, invoices.
- Phone contract renewals, issuing of phones, top up requests or queries, and capturing of monthly reports.
Vehicle Service Provider:
- Ordering of cards
- Responding to any card requests or queries
- Capturing the monthly reports
- Obtaining of quotations for motor vehicle repairs and vehicle services.
Reports:
- Credit Card commission reports
- Water and electricity report
- Pay capturing and journals
- Capturing and submitting of Nashua reports.
- Printing reports
- Prints per user.
Debtors:
- 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.
Admin, Financials and Printing:
- 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
Should you not receive a response within the next 2 weeks, please consider your application unsuccessful. Vacancies are advertised on our website, should you wish to keep abreast with our active roles.
IMPORTANT NOTICEBy applying to this advert you hereby acknowledge that you have read and accept the following Protection of Personal Information ACT (POPIA) disclaimer:I hereby consent for Talented Recruitment to process my personal information as part of the recruitment process. Talented Recruitment shall take all reasonable measures to protect the personal information of applicants and for the purpose of this disclaimer “personal information” shall be defined as detailed in the Protection of Personal Information Act, Act 4 of 2013 (“POPIA”).
