OFFICE ADMINISTRATOR - SATELLITE (CAPE TOWN)

• Maintain office filing and storage systems and keep filing / document management system up to date.
• Create list of documents to be destroyed as part of the annual document clean-up process.
• Monitor and order office supplies such as stationery & refreshments etc.
• Maintain supplier vendor list.
• Open, sort, and distribute incoming mail, and prepare outgoing mail as directed.
• Perform errands that assist daily functions e.g. post office and banking.
• May be required to perform additional secretarial duties.

• Coordinate and manage schedule, including meetings, appointments, and travel arrangements.
• Arranged necessary requirements for meetings or events occuring at Satellite office.

• Check the intranet and update CRM in support of leads management for the Satellite Office.
• Scan client loan and grant application supporting documents.
• Save supporting documents on Onbase for relevant client file.

• Meet and greet clients, ensuring that clients are directed to the appropriate individual.
• Answer telephones, direct calls, take messages and return calls as appropriate.
• Responsible for directing of general queries to the appropriate individual.
• Events management and external stakeholder management
• Coordinate events with internal and external stakeholders where required and scheduling events ensuring they align with both internal and external stakeholders.
• Serving as the primary point of contact for all external stakeholders.
• Sending invitations, confirmations, and follow-up communications to participants.

• Champion governance and compliance by ensuring reporting documentation is done correctly.
• Ensuring that all governance-related documents are properly maintained and accessible.

• o Keep and update records of all assets in building and submit to Head Office to ensure that all items are bar-coded.
• o Periodically conduct stock take and update records to ensure balancing.

• Prepare request for payments requisition together with supporting documentation; i.e. invoices, reports, memos, letters, client (financial statements) and other documents, as directed by the Provincial Head, send requests for payments where required to head Office.
• Provide documentation sourced from files and records as requested.
• Provide information for auditing purposes as directed by Provincial Head.
• Update all the relevant registers.
• Perform procurement related activities.
• Support fleet management.
• Manage Petty Cash.
• Accounts payables.
• Journal requests.

• Ensure proper storage of records on-site in accordance with legislation and Conpany’s policies.
• Ensure effective inventory lists are available for records assets on-site for efficient tracability of records.
• Monitor and document records transferred to off-site storage to ensure accountability and tracability of records when needed.
• Monitor and document retrieved records from off-site storage and record tracking to ensure accountability and records tracability at all times.

• Manage and apply the records retention process on site in accordance to legislation and company’s policies and retention schedule
• Apply for required disposal permission and ensure effective management of the subsequent disposal of records including the proof of destruction certification process thereafter.

• Relevant office or business administration certification or Relevant diploma
• Experience in administration in a similar position - 2 years

• Extended hours as and when required

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