Office Administrator

3 weeks ago

Pretoria, South Africa InTouch Electrical And Plumbing Full time

In Touch Electrical & Plumbing is an electrical and plumbing contracting company servicing Gauteng’s industrial, commercial, and domestic areas. We offer a comprehensive range of electrical design, installation, repair, and maintenance services.

Since our establishment in 2008, we have built a reputation for quality service and expertise.

We strive to offer integrated and innovative solutions to our clients by utilizing the latest technology, best practices, and recognized SABS standards. With our knowledge and significant experience in the industry, we add value to our clients’ property and build long-term, mutually beneficial relationships.

**Position Overview**:
The Office Administrator is responsible for managing various administrative tasks to support the efficient operation of the office and contribute to the overall success of the business. They play a key role in facilitating communication, maintaining organization, and ensuring that office processes run smoothly.

**Responsibilities**:

- Ensure accuracy and timely processing of invoices for vendors and suppliers.
- Facilitate invoicing and billing procedures.
- Generate client quotations.
- Supervise accounts payable and receivable activities.
- Collaborate closely with the finance team to maintain precise financial records.
- Provide administrative support across departments.
- Coordinate with other departments to streamline business operations.
- Manage job card processing and scheduling.
- Handle procurement of materials.
- Offer administrative assistance to optimize office efficiency, including schedule management and correspondence handling.
- Act as the primary point of contact for internal and external inquiries.
- Answer and direct calls accordingly.
- Resolve office-related issues promptly, including troubleshooting and finding solutions.
- Maintain accurate office filing systems and databases.
- Draft letters and reports for suppliers and customers.
- Oversee day-to-day office operations, including supply management and facility maintenance.
- Liaise with clients.
- Support assigned projects and initiatives.
- Execute all necessary administrative duties

**Knowledge and Skills**:

- Proficiency in multitasking and effective workload prioritization.
- Familiarity with accounting software and financial management tools like Sage and Pastel.
- Knowledge of general administrative procedures and office management tasks.
- Understanding of electrical contracting industry practices and terminology is advantageous.
- Accurate data processing and meticulous record-keeping abilities.
- Strong organizational skills to manage multiple tasks, prioritize deadlines, and maintain productivity.
- Detail-oriented approach to tasks.
- Proficiency in conflict management, demonstrating common sense and integrity.
- Efficient and effective dispute resolution skills.
- Clear written and verbal communication skills for conveying financial information and interacting with colleagues, clients, and vendors.
- Basic understanding of financial concepts including invoicing and Quotations.
- Familiarity with accounting principles and procedures related to accounts payable and receivable.
- Customer service orientation for addressing inquiries, resolving issues, and assisting new and current clients.
- Professional demeanor and a positive attitude to foster a supportive office environment.
- Collaboration skills to effectively work with colleagues.
- Efficient time management, meeting deadlines, and handling multiple tasks concurrently.
- Strong ethical standards and the ability to handle confidential information discreetly.
- Willingness to adapt, learn new skills, and undertake new responsibilities as organizational needs evolve.
- Ability to work both independently and collaboratively as part of a team.

**Specifications**:
**Essential (Must have)**:

- Grade 12
- Previous experience in administrative tasks.
- Proficiency in Microsoft Office Suite, particularly Excel and Word.
- Experience in Sage and or Pastel.
- Own Transport and a Valid Drivers License.

**Salary offer**:

- **Basic Salary starting from R 10 000.00 up to R 15 000.00 CTC based on experience and requirements.**
- **Workdays Monday to Friday from 07:00 - 17:00.**

Pay: R10 000,00 - R15 000,00 per month

**Experience**:

- Administrative office procedures, practices and equipment: 1 year (required)

Expected Start Date: 2024/05/02

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