Reception/Office Administrator

Job Requirements:

• Minimum 2 years reception, administration, and office management experience
• Must have matric.
• Tertiary qualification in Bookkeeping, Business Administration advantageous

 

Job Responsibilities:

Finance duties:

• Credit Card reconciliations
• Balancing of creditors accounts for payment on a monthly basis
• Preparing payment batches for weekly pay runs
• Assisting with clearing out bank recon items
• Assisting with purchasing of computer equipment
• Occasionally submitting requisitions on behalf of project execution members Assisting other staff members with Buildsmart procurement capturing/issues
• Petty cash management and maintenance
• Assisting with stock transactions/movements and stock counts in the system

 

Admin Duties

• Keeping reception area clean and tidy
• Looking presentable and being courteous
• Arranging delivery of tools/machinery to sites when needed
• Coordinating office activities and operations to secure efficiency and compliance to company policies.
• Monitoring vehicle and key management, sign in sheets
• Managing phone calls and correspondence (email, letters, packages etc.)
• Create and update records and database with personnel, financial and other data.
• Submitting timely reports and prepare presentations/proposal as assigned.
• Communicates with relevant agencies for travel and accommodation for staff.
• Arranges meetings by scheduling appropriate meeting times, booking rooms, planning refreshments.
• Drafts, formats, and prints relevant documents.
• Taking meeting motes when necessary
• Maintaining accurate records for employee leave requests
• Assist with Medicals and WAH training bookings.

 

Office Duties

• Stock up on water supply when its low
• Manage the office cleaners to ensure office is always neat and tidy.
• Groceries and office toiletries are stocked up
• Stationery supply
• Contact building management for any issue at the office.

 

 

Specific Requirements/Additional information

Knowledge, skills and abilities

• Leadership
• Good communication skills
• People skills
• Problem solving
• Organization skills
• Adaptability
• Effective time management
• Ability to work under pressure.
• Computer skill: basic MS Excel, Word, Outlook
• Buildsmart experience advantageous.