Office Administrator

Kempton Park
Market Related
Payment Type: 
Per Month
Appointment Type: 
Ref Number: 

A vacancy exists for an Office Administrator in a well-established construction company in Kempton Park. The qualifying candidate will responsible for performing receptionist and switchboard duties, general administration duties while providing support to the Office. Provide a professional and friendly telephone answering service to customers. Understand the risks involved in dealing with customers and confidential customer information over the telephone. Maintain a high level of integrity and ethical standards.
Key responsibilities:
Reception area
• Screen customers and direct them to the correct service consultants or department.
• Ensure that all customers in the reception area are attended to.
• Record appointments in own and the applicable staff member’s diary.
• Record and deliver messages to the appropriate service consultant.
• Ensure the reception area is in a neat and professional state at all times.
• Ensure up to date promotional displays and information pamphlets in the service consultant area.

Administration is support of the office
• Filling all documents
• Travel and accommodation arrangement for all the office staff
• Conference booking for all staff in the office
• Open and sort out all incoming mail to relevant people in the office
• Ensure that mail is posted and collected regularly
• Ensure that there is sufficient level of stationary
• Ensure that project records and documents are safeguarded for the benefit of the project and reconciliation purpose
• Assist project managers with compiling all forms of reporting

Management of the diary of the Office Head/Manager and the Office
• Handle verbal and written communication on behalf of the Office Manager that is, drafts, typing and editing, reply to invites, enquiries and return telephone calls.
• Schedule and re-schedule meetings and appointments accordingly
• Plan days/weeks/months and year according to annual meetings schedule.
• Ensure that deadlines are met in terms of correspondence.
• Attend meetings and take minutes of the meetings as and when needed.

Key performance measures
• Accuracy in matching customer with person or location in the office.
• Customer confidentiality maintained.
• Office telephones answered within the prescribed number of rings.
• Message-taking facility offered when the required staff member is unavailable.
• Accurate messages passed on promptly to the correct person or department.
• Minute taken and forwarded to relevant people.

Problem solving, planning and decision making
Problem solving and planning
• Required to identify the correct person/area to which calls should be transferred from information provided by customers.
• Deal tactfully with impatient or demanding customers.
• Treat all customers equally regardless of race, gender, perceived wealth etc.
Decision making
• Use initiative to assist customers to best of ability, however, must be able to recognise when to refer or call for assistance regarding complicated queries, dissatisfied customers or security issues.
• Adapt quickly to changes.

Knowledge, experience and personal competencies
Knowledge and experience
• Matric with relevant diploma.
• 3 years + experience in administrative roles and or receptionist role.
• Good knowledge of record keeping.
• Computer literate (MS Office).
Personal competencies
• Excellent verbal communication skills – sincere, persuasive and articulate.
• Ability to convey factual information clearly.
• Ability to listen and probe effectively to determine customers’ real needs.
• Diplomatic and tolerant in relaying and receiving information.
• Able to communicate in the dominant language/s of the market served.
• Resilient, able to retain optimism despite setbacks and not take criticism personally.
• Customer service-orientated, enjoys assisting others.
• Able to maintain relationships even when communicating disagreeable information to customers.
• Team player, approachable, able to share with and consult others.
• Self-motivated.

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