Administrative Assistant I

3 weeks ago

Paarl, South Africa SBA South Africa Full time

The Administrative Assistant I is responsible for the day-to-day administrative support to the company, handling administrative tasks and providing customer service. The incumbent will also act as the point of contact for all employees and manage their queries. This role requires multitasking across a range of responsibilities, including receiving and forwarding communications, taking care of more general clerical duties and ensuring administrative activities run smoothly on a daily and long-term basis.

Essential Duties and Responsibilities:

- Greet and direct visitors, answer phone inquiries and handle complaints courteously and professionally.
- Operate copy equipment, printers and any other necessary equipments.
- Ensure necessary office equipment, tools, and vehicles are functional and prepare requisitions for new equipment and supplies as needed.
- Manage office supplies stock and place orders. Ensure office supplies are maintained, including checking inventory and working with vendors to ensure adequate level of necessary supplies at all times.
- Maintain office stock (e.g. stationary) and replenish stock by contacting the supplier through the Director, Finance and General Manager for cost approval to ensure the timely purchase of such items and on-time delivery.
- Manage utility usage (electricity, water, etc.) by taking consumption records, forecasting consumption and arranging for replenishment through procurement to avoid running low.
- Offer assistance in organizing events, including ordering materials and requisitioning meeting spaces.
- Daily coordinate to ensure pickups and drop offs are organized.
- Proactively manage the relationship between the Company and the facilitation management coordinator, office supply, transportation, accommodation and catering vendors.
- Proactively manage and coordinate the office space, which includes overseeing the cleaning and arrangement of the office.
- Periodically check to support staff members in their roles while learning other roles in the organization.
- Other projects and duties as assigned.

**Experience**: Required
- 1 year(s): Administrative support experience

**Education**: Required
- Associates or better in Other or related field

**Skills**: Required
- Microsoft Word
- Microsoft PowerPoint
- Microsoft Excel
- Microsoft Outlook

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