Office Admin Assistant - ACDC Dynamics SA

Full job description

General Administration:

• Manage and maintain office filing systems, both electronic and physical, ensuring that all documents are well-organized and easily accessible.
• Coordinate internal and external communications, including phone calls, emails, and letters.
• Prepare communications such as memos, emails, invoices, reports, and other correspondence.
• Schedule appointments and maintain calendars for the office and management.
• Schedule and coordinate meetings, ensuring all logistics are in place, including booking meeting rooms and organizing necessary materials.

Stationery Management:

• Monitor, order, and distribute office supplies, including stationery, ensuring optimal stock levels and cost efficiency.

Supervision of Cleaning Staff:

• Oversee the performance and schedules of the cleaning staff, ensuring the office environment is well-maintained and presentable at all times.

Property Maintenance Administration:

• Facilitate and coordinate maintenance requests and services for the office premises.
• Liaise with property managers and service providers to ensure timely repairs and maintenance.

Fleet Vehicle Management:

• Oversee the company’s fleet of vehicles, ensuring they are maintained and serviced as per schedules. Manage vehicle bookings, logbooks, and ensure compliance with company policies.

Departmental Admin Assistance:

• Provide administrative support to various departments as needed, ensuring smooth operations and timely completion of tasks.

HR Admin Support:

• Assist with HR-related tasks, including managing employee records, leave applications, and other HR documentation.
• Support the HR department with administrative duties, including assisting with employee onboarding coordinating meetings and interview scheduling.

Requirements

• Matric/Grade 12 (essential).
• 1-year working experience within the same or a similar role.

Skills, Abilities and Job-Related Knowledge:

• Strong organizational and attention to detail skills.
• Excellent communication and interpersonal skills.
• Ability to liaise and communicate at all levels
• Ability to handle pressure and meet deadlines.
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Basic knowledge of HR procedures and fleet management (advantages).