Office Assistant

SUMMARY:
Office Assistant
Our client in the construction industry is seeking a proactive and detail-oriented Office Assistant with Reception Responsibilities to join their team in Edenvale, Gauteng. This is an excellent opportunity for a motivated individual who is eager to gain practical experience in a fast-paced, dynamic environment. The successful candidate needs to come with 4 years’ experience in a similar role.

POSITION INFO:
Minimum Requirements:

• Matric (Grade 12).
• Minimum of 4 years' experience in office administration and reception duties.
• Proficiency in Microsoft Word, Excel and Outlook (Intermediate level).
• Advantageous: Vehicle and valid Driver’s License.
• Experience in the construction industry will be advantageous.
• Professional communication and telephone etiquette.

• Welcome and direct clients and visitors in a courteous and professional manner.
• Answer, screen and direct incoming calls and handle general inquiries.
• Maintain a neat and organised reception and conference room area.
• Coordinate and schedule appointments, meetings, and boardroom bookings.
• Prepare meeting agendas and take accurate minutes.
• Manage incoming and outgoing mail and courier deliveries.
• Handle sensitive and confidential information discreetly.
• Ensure proper visitor identification and maintain security protocols.

• Issue vehicle checklists to Drivers and monitor vehicle usage.
• Schedule and arrange vehicle servicing and roadworthy testing.
• Procure fleet-related maintenance items and complete license renewal documentation.
• Submit insurance claims and compile incident reports.
• Reconcile fleet statements and maintain tracking systems and logbooks.
• Prepare and submit monthly fleet management reports.

• Oversee general maintenance of the office building.
• Monitor and manage health and safety equipment and infrastructure.
• Ensure functionality of security systems, including access controls and intercoms.
• Enforce building safety and emergency protocols

• Book flights, car rentals, and accommodation for staff and management.
• Manage travel documentation and confirmations.
• Ensure travel arrangements are aligned with internal policies

• Respond to emails and internal queries in a timely and professional manner.
• Order and manage office supplies such as stationery, cleaning materials, and groceries.
• Coordinate with IT service providers for system issues and equipment setups.
• Assist in preparing documents, performing data entry, filing, and photocopying.
• Support internal teams with cross-functional administrative tasks.
• Organise and facilitate expos, open days and company events as required.

• Manage company telecommunications systems and internet providers.
• Coordinate the ordering of printed marketing materials such as business cards and brochures.
• Maintain and update contact with service providers and external stakeholders.

• Maintain records of insurance policies and manage claims when necessary.
• Monitor and implement basic health and safety protocols in the workplace.
• Assist with compliance documentation and periodic audits.