Job Description

Must be fluent in English and Afrikaans.Responsible for the provision of an effective office administration and support function

• Process and prepare memos, correspondence, travel vouchers, or other documents.
• Perform administrative support tasks such as proofreading, transcribing handwritten information, and operating calculators or computers to work with pay records, invoices, balance sheets and other documents.
• Assist Creditors with the collection of cheques and ensure all cheques collected are signed for
• Examine computer printout by making sure people do not abuse facilities e.g. dialing unnecessary international calls etc. thus saving the company money
• Ensure consumables such as stationery and refreshments are always in stock and available
• Responsible for assisting employees and management with faxing, emailing and courier of documents and parcels
• Ensures all consumables such as stationery, promotional products etc. are always in stock and available to the manager
• Facilitates and co-ordinates information retrieval for multiple sources in order for the manager to compile necessary reports and statistical analysis
• Responsible to take notes or dictation at meetings and to provide general administrative assistance during presentations and meetings
• Responsible for the production of documents, briefing papers, presentation and reports

Responsible for the effective provision of a general front desk and reception function

• Keep a current record of staff members' whereabouts and availability.
• Perform duties such as taking care of plants and straightening magazines to maintain lobby or reception area.
• Schedule space and equipment for special programmes and prepare lists of participants.
• Collect, sort, distribute and prepare mail, messages and courier deliveries.
• Provide information about establishment, such as location of departments or offices, employees within the organization, or services provided.
• Analyze data to determine answers to questions from customers or members of the public.
• Transmit information or documents to customers, using computer, mail, or facsimile machine.
• Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
• Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments.
• Assist in the preparation of boardrooms for meetings ensuring appropriate equipment is available and accessible
• Assist in the arrangement of catering and refreshment requirements for meetings

Qualifications

• National Certification - Office Administration
• National Certification - Reception
• Grade 12

Oxyon People Solutions