Office Assistant

6 months ago


Johannesburg, South Africa RGA Full time

**Position Overview**
Reporting to the Office Manager the Office Assistant will be required to fulfill all administration, switchboard and reception duties.

**Responsibilities**
- As the Office Assistant greet customers, visitors incoming couriers and direct them as necessary.
- Handle a busy switchboard and direct calls and take messages accurately.
- Set up boardrooms and meeting rooms for client meetings (Internal & External).
- Daily maintenance and upkeep of a neat and tidy reception area. Including the Boardroom and Meeting rooms.
- Complete attendance registers for the JHB office as well as follow up with staff regarding Workwise schedules.
- Assist with organization of office functions i.e. internal, teambuilding, year-end events.
- Primary contact person for processing invoices while closely working with the finance team and AP to resolve payment and invoice issues. This involves coding of expenses and credit card entries in a timely manner and submitting of expense reports.
- Responsible for upkeep of access tags and all on-boarding requirements records of new staff. Work with IT with off-boarding of staff and update records.
- Responsible for all courier tasks.
- Perform vendor vetting.
- Keep track of B-BBEE certification for vendors.
- Assist with identifying B-BBEE vendors to increase transformation scorecard points.
- Maintain stationery supplies in a cost-effective way and to ensure that staff have stationery needs to perform their duties.
- Maintain and update the facilities work schedule.
- Accurate Stock taking, ordering of groceries and other stock for the office within budgetary requirements.
- Performing any ad-hoc tasks that may arise on a daily basis from the Office Manager.

**Requirements** Education & Experience**

**Required**:

- Matric
- Must be able to work without supervision
- High level of honesty and integrity
- Minimum of 8-9 years in similar role
- Experience on PeopleSoft/Workday will be advantageous

**Skills and Experience**
- Excellent PC skills and proficiency with Outlook, Word, Excel & PowerPoint.
- Advanced Excel skills will be advantageous.
- Strong oral and written communication skills.
- Ability to quickly and adapt to new methods whilst working within deadlines required.
- Ability to work well within the team environment and participate in departmental/team projects.
- Excellent organization skills.
- Detail orientated.
- Good interpersonal skills, demonstrating the ability to work effectively with internal departments and staff at all levels.
- Ability to maintain high level of confidentiality.
- Ability to demonstrate a professional image.
- Must be flexible when needed. Some Saturday work may be required on occasion.
- Take initiatives and demonstrate accountability.

Job Reference: SA00342



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