Office Administrator

4 days ago

Port Elizabeth, Eastern Cape, South Africa Staffsols Full time R1 950 000 - R2 349 000 per year
NEW VACANCY ALERT
Our client in the Food Safety & Quality Industry is seeking a dedicated Office Administrator to join their team based in Port Elizabeth. Skills administratoreastern capefood safetyoffice adminpejobsport elizabeth

Key Responsibilities
A. Training and Consulting Coordination
Training Logistics Management
  • Manage the full end-to-end coordination of all training sessions, from scheduling to final results distribution.
  • Allocate training batches and communicate facilitator schedules.
  • Ensure all training materials (presentations, documents, resources) are up to date and available.
  • Send training agendas to all relevant stakeholders at least one week before the session.
  • Virtual Training: Ensure all technical equipment (desktop, camera, microphone) is functional and that sessions start on time.
  • On-Site Training: Prepare the training room to a professional standard—clean, organized, and stocked with refreshments (water, coffee).
  • Collect training batches/data from facilitators within two days after training and ensure results are shared within two weeks.
Quality Assurance Support
  • Provide administrative assistance related to SETA, SAATCA, and HPCSA moderation, compliance, and documentation.
B. Administrative and Office Management
Executive & Staff Support
  • Respond promptly to administrative queries from Senior Managers and Consultants.
Scheduling & Communication
  • Arrange and coordinate appointments, internal meetings, travel, and meeting logistics.
Correspondence
  • Draft, prepare, and distribute professional emails, memos, and other communications.
Visitor Management
  • Welcome visitors courteously, notify relevant staff, and offer refreshments upon arrival.
Office Stock & Petty Cash Control
  • Monitor office and training supplies proactively.
  • Manage petty cash for purchasing stationery, consumables, and refreshments to avoid stock shortages.
Office Presentation
  • Ensure the executive office, boardroom, and training room are neat, clean, and presentable daily.
  • Notify cleaning staff when deep cleaning is required.
Reporting & Filing
  • Assist with the preparation of scheduled reports.
  • Maintain an organized and professional filing system (physical and electronic).
C. Database and Data Management
  • Maintain and update the marketing database and contact lists accurately.
  • Provide administrative support and take notes during internal and external stakeholder workshops.
Required Skills and Attributes
Experience & Education
  • Proven experience as an Office Administrator, Executive Assistant, or similar administrative role—preferably in training, consulting, or auditing.
  • Grade 12 is essential; a Certificate/Diploma in Office Administration or Business is a strong advantage.
Technical Proficiency
  • Strong proficiency in MS Office (Excel and PowerPoint essential).
  • Knowledge of office management systems, procedures, and equipment (printers, scanners, etc.).
Organizational & Planning Skills
  • Highly organized with strong attention to detail and accuracy.
  • Excellent time management with the ability to prioritize and manage multiple tasks.
Communication & Interpersonal Skills
  • Excellent written and verbal communication skills.
  • Professional phone etiquette.
  • Ability to collaborate well with a diverse team and provide general support as needed.
Personal Attributes
  • Strong organizational ability and attention to detail.
  • Able to work independently and as part of a team in a fast-paced environment.

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