Administrative Support Specialist

7 days ago

Cape Town, Western Cape, South Africa West Coast Personnel Full time
West Coast Personnel is a dynamic and growing IT Managed Services Provider serving schools, businesses, and organizations with tailored IT, data, voice, internet, and AV services. As the Administrative Assistant to the Managing Directors, you will play a crucial role in supporting their day-to-day operations, streamlining tasks, facilitating communication, and maintaining an organized virtual office.

This is a unique opportunity to leverage your exceptional organizational skills, strong communication abilities, and technical proficiency to drive success in our fast-paced environment. You will work closely with our Directors to ensure seamless remote working, utilizing cutting-edge technology to maintain productivity and efficiency.

The necessary tech equipment, including a PC, screen, and VOIP phone, will be provided by the employer to support your work-from-home setup. Our team values flexibility and understands the importance of maintaining a healthy work-life balance. We prioritize employee well-being and offer opportunities for growth and professional development.

This role involves significant liaising with Directors and customers, requiring excellent interpersonal and communication skills. You will serve as the primary point of contact for internal and external communications, ensuring timely responses to inquiries and follow-up on customer feedback.

Key Responsibilities:
  1. Email & Communication Management:
  • Organize and prioritize email inboxes, responding to routine inquiries and drafting responses on behalf of the Directors.
  • Act as the primary point of contact for internal and external communications, ensuring timely responses to emails and phone calls.
Calendar & Appointment Coordination:
  • Schedule and organize meetings, appointments, and calls with clients and team members.
  • Coordinate and manage the Directors' calendar, avoiding scheduling conflicts and ensuring seamless communication.
Internal Team Coordination:
  • Serve as a liaison between the Directors and team members, preparing agendas, taking minutes, and tracking project updates.
Documentation & Reporting:
  • Prepare reports, presentations, and required documents, ensuring accuracy and attention to detail.
  • Organize and maintain company records and documentation, ensuring easy access and retrieval.
Customer Relationship Management (CRM):
  • Update and maintain CRM records, tracking customer interactions and feedback.
Invoicing & Financial Assistance:
  • Assist with creating and sending invoices when required, ensuring timely payment and follow-up on outstanding invoices.
Travel & Logistics Planning:
  • Arrange travel, including flights, accommodation, and transportation, ensuring smooth logistics for client visits and conferences.
Data Entry & Database Management:
  • Input and maintain accurate data in relevant systems, monitoring data metrics related to customer interactions.
Task & Project Tracking:
  • Track tasks and projects assigned to the Directors and team, ensuring deadlines are met and progress is monitored.
Client Support & Relationship Building:
  • Address inquiries and follow up to maintain high customer satisfaction, building strong relationships with clients and stakeholders.
Meeting Preparation & Follow-Up:
  • Prepare documents, send agendas, and ensure follow-up tasks are completed, ensuring seamless communication and collaboration.


Requirements:
  • Experience: Proven experience in a similar administrative or assistant role, ideally within the IT services industry.
  • Communication Skills: Strong written and verbal communication skills with the ability to represent the Directors professionally.
  • Organizational Skills: Detail-oriented and able to manage multiple tasks simultaneously.
  • Technical Proficiency: Familiarity with CRM systems, MS 365 Suite (Word, Excel, PowerPoint, Outlook), project management tools, and AI.
  • Time Management: Exceptional prioritization and deadline management skills.
  • Proactive Attitude & Common Sense: Strong independent judgment and problem-solving ability.


Estimated Salary: $60,000 - $80,000 per annum, depending on experience.

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