Office Administrator

4 days ago

Kimberley, Northern Cape, South Africa Mustek Limited Full time R120 000 - R180 000 per year
Job Purpose:

To ensure the smooth and efficient operation of the office by managing administrative tasks, supporting staff, and maintaining organizational systems that contribute to overall productivity and effectiveness.

Responsibilities:

Administrative Support
  • Manage and organize office files, records, and documentation.
  • Handle incoming and outgoing communications (emails, calls, mail).
  • Prepare Reports.
Sales Administration
  • Providing uninterrupted and professional customer support by responding appropriately to group e-mails and taking overflow calls as and when necessary.
  • Providing clients with quotes as and when required.
  • Ensure complete accuracy on all quotations and orders.
Operational Support
  • Receiving of stock when required.
  • Picking of orders when required.
  • Book-in & Book-out of repairs when required.
  • Understand all operational functions within the branch.
  • Carrying out inventory cycle check.
Housekeeping
  • Oversee the cleanliness and organization of the workspace to support operational efficiency.
General
  • Maintaining professional customer focus in all tasks.
  • Keeping abreast with the latest technology and products by attending all scheduled in-house sales training.
  • Work according to ISO standards and Health and Safety requirements.
  • Report all accidents and hazards.
  • Basic Financial Administration.
  • Process invoices, expense claims, and petty cash.
  • Coordinate with finance or accounting departments as needed.
  • Reconciliation of petty cash and accounting duties on ERP / accounting program (EPICOR).
  • Meet any Account specific administrative requirements accurately and on time.
Compliance & Policy Adherence
  • Ensure adherence to company policies and procedures.
  • Support health and safety compliance within the office.
  • Maintain confidentiality and data protection standards.
Office Operations
  • Monitor and maintain office supplies and inventory.
  • Liaise with vendors, service providers, and building management.
  • Ensure the office environment is clean, safe, and well-maintained.
Communication & Liaison
  • Act as a point of contact between departments and external stakeholders.
  • Relay important information and updates to relevant parties.
  • Support internal communication efforts.


Qualifications and Experience

  • Matric / Grade 12 certificate (Required)
  • Diploma or Certificate in Office Administration, Business Administration, or related field (preferred)
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
  • Familiarity with office equipment
  • Basic bookkeeping or financial certification
  • 2–5 years of experience in an administrative or office support role
  • Experience in managing office supplies and vendor relationships
  • Proven ability to handle confidential information with discretion
Knowledge and Skills
  • Office administration procedures and best practices
  • Basic accounting and financial principles (e.g., invoicing, petty cash, expense tracking)
  • Document management systems and filing protocols
  • Health and safety regulations applicable to office environments
  • Customer service principles and professional communication etiquette
  • Procurement and inventory control
  • Data protection and confidentiality standards
  • Strong time management
  • Excellent attention to detail
  • Effective record-keeping and documentation skills
  • Good interpersonal skills
  • Ability to identify and resolve administrative issues
  • Proactive approach to improving office processes
  • Adaptability to changing priorities and environments
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

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