Office Administrator

1 week ago

Johannesburg North, South Africa BLACK UMBRELLAS Full time

**Job Purpose**

The Office Administrator will report directly to the Regional Manager and be responsible for the administrative functions of the Business Lounge/ Incubator and ensure the front desk and telephones are covered at all times.

The primary focus of the role is to facilitate the smooth day to day administration of the incubator and enhancing a professional working environment for colleagues, visitors, and stakeholders

**Administration**
- Operate office equipment (copy, fax and scanning machines) with no supervision
- Present BU services to general walk-ins
- Manage SMME bookings for Business Lounge/ incubator usage
- Invoicing SMMEs for facility usage
- Manage the VOIP telephone system, internet connection, printers, copier and fax machine and report all faults accordingly
- Assist in the administrative requirements of the Business Lounge/ incubator including data input of routine reports, filing and computerized data entries
- Assist in office operations and administrative activities
- Oversee office equipment, furniture, supplies & repairs.
- Coordinate Business Lounge/ incubator events, i.e. birthdays, staff social functions, as required
- Obtain, or assist Management in obtaining, quotations for approved purchases and assist.
- Produce administrative reports and correspondence as needed.
- Open and close the Business Lounge/ incubator daily (Monday to Friday except for public holidays and other exceptions authorised by the Regional Manager
- Liaise with the caretaker and suppliers with regards to office maintenance and improvement
- Ensure adequate office supplies, including refreshments and stationery, are maintained, and ordered from approved suppliers as required
- Ad Hoc administrative support may also be required
- Oversee all Business Lounge/ incubator visitors and ensure that Visitor and SMME access registers are effectively used
- Ensure that access to the server and storeroom are monitored and logged on the access register
- Manage and control the petty cash for the incubator, including compiling the petty cash recon for finance
- Educate clients on the BU programme when required, either telephonically or as they walk in
- Request and digitally file criminal and credit records for all co-spacing clients prior to the signing of the agreement
- Upload new co-spacing client agreements to the earth core folder by the last day of every month.
- Send list of new co-spacing clients to finance before the 25th of each month for billing
- Invoice and accept payment for client services (printing/ ad hoc use of space)
- Maintain digital filing system for incubator space clients
- Maintain database of all SMMEs
- Maintain Covid-19 protocols within the office
- Be the health and safety officer for the incubator
- Oversee the office assistant, to ensure that daily tasks are completed

**Education, Skills, Knowledge and Experience**
- Matric
- Diploma in Administration or equivalent
- Proficient with Microsoft Excel and Word with computerized data entry experience, minimum of 1 year experience.
- Job related experience is beneficial
- MS Word and Excel proficient
- Excellent knowledge of the NPO industry

**Job Type**: Permanent

**Education**:

- Diploma (required)

**Experience**:

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

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