Administrative Assistance

5 months ago


Umhlanga, South Africa Ntiyiso Consulting Group Full time

The job includes diverse responsibilities to support the office's smooth functioning and assist consultants with daily tasks.

Key Responsibilities

**Administrative Support**
- Provide administrative support to consultants and other staff members, including scheduling meetings, managing calendars, and arranging travel itineraries.
- Maintain office filing systems, both electronic and physical, to ensure that documents are organised and easily accessible.
- Assist in preparing reports, presentations, and other client deliverables, including formatting documents and proofreading content for

accuracy.
- Coordinate meetings, workshops, and event logistics, including booking venues, catering, and preparing meeting materials.
- Manage office supplies inventory, ordering supplies as needed and ensuring that office equipment is in working order.

**Client Support**
- Act as a point of contact for clients, helping with inquiries and ensuring high customer service.
- Coordinate client meetings and conference calls, liaising with consultants to ensure all necessary arrangements are made.
- Assist in preparing client proposals and contracts, including gathering relevant information and formatting documents according to

company standards.
- Maintain client databases and contact lists, ensuring accurate and current information.

**Financial Administration**
- Assist with invoicing and billing processes, ensuring client invoices are prepared accurately and submitted promptly.
- Track expenses and reconcile receipts, preparing expense reports for consultants and staff members.
- Support budget management processes, monitoring expenditures and identifying opportunities for cost savings.

**General Office Management**
- Oversee the office's day-to-day operations, ensuring that facilities are maintained and issues are promptly addressed.
- Coordinate with external suppliers and service providers, such as cleaning services and IT support, to meet office needs.
- Assist in onboarding new staff members, including setting up workspaces, ordering equipment, and providing orientation materials.
- Maintain confidentiality and preserve sensitive information with discretion as per policy's decisions by gathering insights and making

recommendations based on data analysis.

**QUALIFICATIONS AND EXPERIENCE**

Essential Requirements
- Bachelor's degree in business administration, operations, logistics

management, or a related field from a reputable university.
- A minimum of three years of relevant work experience in

administrative or operations roles, preferably in a professional

services environment.
- Excellent planning and organisational skills.
- Ability to multitask and prioritise workload effectively.
- Outstanding communication and interpersonal skills.
- Customer service-oriented individual.
- Ability to work independently.

**Other Requirements**
- Excellent time management and organizational skills.
- Must have a valid driver license and own vehicle.
- Willingness to travel within the region as required.
- Ability to adapt to demanding environments and business needs.
- Commitment to upholding the organisation's integrity, professionalism, and client-centricity value

**Experience**:

- Administrative office procedures, practices and equipment: 4 years (required)

**Location**:

- Umhlanga, KwaZulu-Natal (required)



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