Office Administrator

Area: 
Kempton Park
Salary: 
Market Related
Payment Type: 
Per Month
Appointment Type: 
Full-Time
Ref Number: 
IR165

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.

Like This? Share It!

Share/Save

Apply Now

Please provide the name or reference number of this vacancy.
Please attach a CV if you AREN'T a registered member on this site.
CAPTCHA
This question is for testing whether or not you are a human visitor and to prevent automated spam submissions.
Image CAPTCHA
Enter the characters shown in the image.

Submit a FREE Job Spec

Submit A Job Spec

Submit a Free Job Spec for a position available within your company and only pay us if there is a successful hire. Another reason why Integrate Recruitment is the winning team. Simply complete the form below or contact us for more information

CAPTCHA
This question is for testing whether or not you are a human visitor and to prevent automated spam submissions.
13 + 5 =
Solve this simple math problem and enter the result. E.g. for 1+3, enter 4.