Job Description

Responsibilities:

• Oversee administrative and operational functions to ensure efficient office operations.
• Supervise and train cleaning staff and provide IT support in collaboration with the IT department.
• Plan and schedule appointments, develop standard operating procedures, and escalate operational needs.
• Coordinate and direct office services, including maintenance contractors, departmental finances, budget preparation, personnel issues, and housekeeping.
• Maintain communal areas, greet visitors, and provide front desk duties.
• Manage switchboard, answer phone calls, direct calls to appropriate parties or take messages.
• Ensure visitors and external stakeholders are professionally greeted and assisted promptly and courteously.
• Manage office equipment and facilities, oversee maintenance, and plan office design.
• Handle insurance claims, liaise with the landlord, and lead the Health and Safety committee.
• Source suppliers, negotiate terms, and manage purchasing and inventory of supplies.
• Implement cost-saving measures and ensure timely delivery of supplies.
• Maintain accurate records and optimise resources.
• Provide financial guidance to staff and minimise waste.
• Develop and organise social staff events and the annual Year End function.
• Address staff welfare issues in collaboration with the line manager.
• Provide orientation to new staff, monitor performance, and implement best practices.
• Prepare responses to routine inquiries, sort and distribute incoming correspondence, and arrange courier services.
• Prepare invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, database, CRM, or presentation software.
• File and retrieve corporate documents, records, and reports.
• Read and analyse incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Provide clerical support to other departments, attend meetings, record minutes, and prepare agendas.
• Compile, transcribe, and distribute minutes of meetings.
• Manage and maintain executives' schedules and make travel arrangements when necessary.
• Interpret and oversee administrative policies and procedures for the office.
• Supervise and train cleaning staff and arrange for employee training.
• Review and improve operating practices and procedures.
• Ensure all lights, appliances, and office equipment are working and maintained.
• Manage generator fuel levels, service air conditioners, and arrange cleaning of carpets, and windows.
• Arrange for repairs and ensure gardens and buildings are well-maintained.
• Ensure all OHS requirements are met.
• Ensure all external doors are secure at night.
• Manage incoming and outgoing deliveries, ensuring timely and accurate distribution.
• Arrange and oversee courier services for office needs.

Qualification and Competencies:

• Matric certificate or a Diploma in Business Administration, Business Management or a similar field.
• Strong communication skills.
• Ability to multi-task.
• Own transport and a valid driver's license.
• Being well-organised.
• Proficiency in Microsoft 365 applications.
• Proficiency in project management software and tools.
• Ability to work under pressure.

To apply, please send your CV with your salary expectations toPlease note that only shortlisted candidates will be contacted. Should you not receive feedback within 48 hours, please accept your application as unsuccessful.Persona Staff (Pty) ltd is POPIA (Protection of Personal Information Act, 2013) compliant, all personal information is protected according to legislation. By applying for any of our available vacancies, you give Persona Staff consent to process your Personal Information for Recruitment Purposes, according to the POPI ACT, 2013. If you have any concerns regarding your Personal Information and our compliance towards the legislation, you are welcome to request our POPI Act Policy.

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