Office Assistant

_**VACANCY ALERT**_
- **Title: Office Assistant**_
- **Location: Woodmead, Gauteng**_
- **Remuneration: R15 000.00 per month (depending on experience)**_
- **Reporting to: Executive Personal Assistant**_
- **Industry: Telecommunications**_

**QUALIFICATIONS & EXPERIENCE**
- Minimum Grade 12.
- 3 - 5 years in the same or a similar role.

**PERSONAL ASSISSTANT DUTIES**
- Setup accommodation and entertainment for company visitors.
- Maintain Exec’s calendars.
- Prepare and maintain Exec’s expense reports (credit cards, travel expenses).
- Setup and coordinate meetings and conferences (year-end functions, sales conferences, launch events).
- Letter writing, taking dictation, create transcribe and distribute meeting agendas and minutes.
- Preparation of all agreements.
- Answer telephones and handle queries in an appropriate manner.
- Meet and greet clients and visitors.
- Perform general clerical duties to include but not limited to photocopying, faxing, mailing, scanning and filing (also filing of Exec’s personal documentation).
- Dealing with incoming mail, faxes, post and correspondence.
- Maintain hard copy and electronic filing system (all agreements, statutory, contracts etc.)
- Sign for courier / delivery packages.
- Research, price and purchase office furniture and supplies.
- PA functions for numerous 3d parties
- Accommodation booking for company employees.
- Liaise with suppliers.
- Ordering office supplies and stationery.
- Arrange delivery of stationery and groceries to the stores.
- Coordinate project-based work (Tenders etc.)
- Assist with supervision to support staff (reception, tea and cleaning ladies).

**RECEPTION DUTIES**
- Switchboard duties.
- Relieving switchboard as well as daily reception duties.

**BE PREPARED TO BE TRAINED IN THE BELOW DUTIES - IN TIME - FOR CAREER EXPANSION**

**ADDITIONAL PERSONAL ASSISSTANT DUTIES**
- Devising and maintaining office systems to deal efficiently with paper flow.
- Assist with personal tasks for Executives (vehicle license, medical aid, personal policy of Executives).
- Handling of all insurance claims on the company policy and personal policy of Exec’s.
- Handling Medical aid submission and all claims for Executives.
- Handling all utility queries for executives.
- Handling all new vehicle registration and personalization of number plates.
- Payment preparation for CEO and queries - checking statement for correct amounts.
- Following up on all medical, personal and family queries.
- General building maintenance (including and not limited to arranging air con repairer, handyman, electricians, carpet repairs, generator maintenance, ADT services and cleaning).
- Preparation of Exec’s lunches (will receive assistance from tea ladies but they prefer that you prepare lunches if not busy).
- Keeping an electronic record of all company cell phone contracts and handsets.
- Control the movement of assets and ensure procedures are adhered to.
- Booking of golf games for events and leisure.
- Stationery and groceries, ordering and checking of stock.
- Unpacking stationery and groceries by herself to minimize loss.
- Picking stationery for all companies and delivering to them.
- Overseeing stock taken for the kitchen - check out to boardrooms and checking back in.
- Facility reporting system - discuss with the Maintenance Manager.
- Fleet management - vehicle licensing, new registrations, renewals and booking of maintenance for vehicles.
- Making sure passports, ID’s and drivers’ licences does not expire, organizes appointments for renewals.
- Facility management - overseeing maintenance, quotations, payments and general quality of completed work.
- Obtaining new service providers for maintenance and construction on the building.
- Liaising with architects, lawyers and building inspectors.
- Asset management.
- Controlling e-tags and access cards.
- Implementing new systems of control.
- Overseeing cleaners, driver, maintenance worker, kitchen staff and office staff.
- Facilitate insurance, memorabilia and personal insurance.
- Handling insurance claims, for the company as well as for the Executives and their families.
- Delivery notes, organizing the delivery routes for various departments, stock deliveries and emergency deliveries.
- Organizing deliveries and pick-ups for Executives and their families.
- Online purchases for the Executives.
- Storage and delivery of prizes for events.
- Logbooks for Executives.

**HR DUTIES**
- Full recruitment cycle including writing job specs.
- Booking boardrooms for interviews.
- Capturing the outcomes of interviews and following up with recruitment agencies.
- Drafting contracts, job descriptions and policies for new employees.
- Capturing new employees on the Talenger system.
- Preparing employee files.
- Draw reports from system, head counts, leave, medical aid, union and pension fund.
- Preparing letters of warning for employees when it is required.
- Inform Manager of hearings that must take place. Also