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Executive Assistant / Office Administrator

Cape Town
Salary: Market Related
Job Type: Permanent
Sectors: Admin
Reference: CPT003965/Meg

Apply before Dec 11 2024 | 6 Days left

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Vacancy Details

Employer: Time Personnel

Are you a proactive and organised Personal Assistant / Office Administrator who has experience supporting a team and managing the day to day operations of a busy office?Our client based in the CBD requires a dedicated individual who will provide essential administrative and operational support, ensuring the office runs smoothly and efficiently. This role involves handling confidential information with discretion, managing schedules, coordinating meetings, and facilitating communication between departments.

REQUIREMENTS

Matric, relevant qualification advantageous
4+ years of experience in an office admin role
Strong attention to detail
Able to multi-task and handle multiple projects that run concurrently to completion
Excellent telephone email/etiquette.
Be thoroughly organised and able to follow through with tasks to completion
Be proactive and solution driven
Ability to work independently and as part of a team.
Positive cheerful demeanour

DUTIES

Manage Reception Area Switchboard – taking messages if staff is unavailable
Welcome guest- offer something to drink
Manage Office Supplies, Printer, Stationery, Groceries (weekly order)
Office equipment (laptops, mouse, monitors, headsets
Travel and Accommodation / Build relationship with travel support company
Be the first point of call and know what travel is being booked
Staff events: Assist with booking and co-ordination of all staff and incentive functions
Payment of invoices, make sure invoices are sent to accounts payable and paid on time
Assist accounts with invoice queries/ Invoice following ups
Recon of bank statements / Expense claims (collate slips add expense to spread sheet)
Follow up on discrepancies/queries on statements
Ensure duties are completed daily and office hours are kept to
Coordinate with Sales/Marketing assistance
Maintain a neat and orderly space and keep it under lock and key
Maintain Birthday list and communicate wishes with the team
Assist with People related functions, anniversaries, year-end functions etc.
Staff Onboarding
Assist HR to prepare induction packs for new starters (list of material required)
Assist with food and drink arrangements during induction week
IT equipment Procurement
Understand payment terms and communicate payments terms
Support MD: Assist with ad hoc tasks and requests

Salary: R negotiable dependent on experience

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About Time Personnel

Because we specialise in Companies, not specific industries, our focus is your company’s individual CULTURE and DYNAMICS. We are a Cape Town based boutique recruitment agency, who have been running for 14 years and can, collectively, offer well over 70 years of experience to our clients. We believe each of our clients deserves our time to research and collate all relevant data around their company in order for us to present the best candidates. We do not simply send through a CV.

We ensure the MATCHING has been done to a “T”, which includes your COMPANY and CULTURE requirements, so you only receive the best and we save your TIME!

How do we deliver positive results saving you TIME?

A unique take-on process, eliminating TIME wasting for all parties concerned.
Solution driven, for when problems occur.
Experts in screening all the resumes that cross our path, ensuring we find the perfect MATCH.
Hands-on, from interview process, placement and beyond, making sure that solid relationships are cemented.
Continually keeping abreast of South Africa’s stringent Labour Laws.