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Office Admin Assistant
3 months ago
**Job Advert Summary**:
Support the delivery of a consistently excellent customer experience acting as the first point of client contact at the provincial office. In addition, responsible for the daily handling and reconciliation of petty cash and financial and general administrative duties to support the Provincial Manager and other staff in accordance with established procedures, guidelines, and schedules. Daily activities within the Provincial Office include reception, switchboard, fleet, and asset management.
**Minimum Requirements**:
Preferred Minimum Education and Experience:
Relevant office or business administration certification or
Relevant diploma,
Experience in administration in a similar position - 2 years
Critical Competencies:
Clerical Experience
Service orientation
Financial Principles
Additional Requirements
Extended hours as and when required
**Duties and Responsibilities**:
Key Performance Areas
1. Office administration and secretarial duties
Maintain office filing and storage systems and keep filing / document management system up to date.
Create list of documents to be destroyed as part of the annual document clean-up process.
Monitor and order office supplies such as stationery & refreshments etc.
Maintain supplier vendor list.
Open, sort, and distribute incoming mail, and prepare outgoing mail as directed.
Perform errands that assist daily functions e.g., post office and banking.
May be required to perform additional secretarial duties.
Attend meetings and take the minutes as and when required.
Type documentation, letters and memorandums, minutes, and reports as and when required.
2. Perform reception and switchboard function
Meet and greet clients, ensuring that clients are directed to the appropriate individual.
Answer telephones, direct calls, take messages and return calls as appropriate.
Responsible for directing of general queries to the appropriate individual.
3. Support financial and payroll administration
Asset Control and Purchase
Keep and update records of all assets in building and submit to Head Office to ensure that all items are bar-coded.
Periodically conduct stock take and update records to ensure balancing.
Payment Requests
Prepare request for payments requisition together with supporting documentation, i.e., invoices, reports, memos, letters, client (financial statements) and other documents, as directed by the Provincial Manager.
Provide documentation sourced from files and records as requested.
Provide information for auditing purposes as directed by Provincial Manager.
Update all the relevant registers:
Remittance register
Bond, Section 14, ISF and Production loan registers
Motor vehicle register
Petty cash register
Perform procurement related activities:
Arrange with Procurement for the office building maintenance and repairs.
Prepare requisitions and memos to the head office for maintenance and purchase approvals.
Support fleet management including:
Service schedules
Booking of cars
Reconciling mileage reports
Manage Petty Cash:
Control the petty cash as per policy and relevant financial processes and procedures.
Accounts payable: handle procurement sundry related invoices in accordance with the required financial processes and procedures
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