Office Administrator: Durban - Maersk Line

The Office Administrator will provide comprehensive administrative support to the General Manager and ensure the smooth operation of office functions. This role involves managing daily administrative tasks, coordinating communication, maintaining records, and supporting various departments within the cold storage facility. The ideal candidate will be highly organized, detail-oriented, and capable of handling multiple tasks in a fast-paced environment.

Key Responsibilities:

Reception Duties:

• Maintain a clean, organized, and welcoming reception area.

• Act as the first point of contact for visitors, clients, and suppliers arriving at the facility.

• Handle incoming calls, general emails, and inquiries, directing them to the appropriate departments.

Administrative Support:

• Prepare reports, presentations, and meeting minutes.

• Schedule boardroom and other meetings.

• Scrutinize WMS documentation and prepare files for invoicing.

• Organize and maintain office files, records, and documentation.

Office Management:

• Oversee office supplies inventory and place orders as needed.

• Ensure the office environment is well-organized and professional.

• Handle incoming and outgoing mail and packages

HR & Payroll Support:

• Assist with HR-related tasks, such as maintaining employee records and onboarding new staff.

• Prepare and supply approved time sheets to the relevant departments.

Financial Administration:

• Prepare proforma invoices with related supporting documents in WMS.

• Ensure all requirements from the financial department are complied with.

Compliance & Reporting:

• Ensure that all administrative activities comply with company policies and legal requirements.

• Support the General Manager in preparing reports for senior management and regulatory bodies.

Who We Looking For:

Education:

• Diploma or degree in Business Administration, Office Management, or a related field is preferred.

Experience:

• Minimum of 3-5 years of administrative experience, preferably in a logistics, cold storage, or export environment.

• Experience supporting senior management is an advantage.

Skills & Competencies:

• Strong organizational and multitasking skills.

• Excellent written and verbal communication skills.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Familiarity with accounting or ERP software is a plus.

• Ability to maintain confidentiality and handle sensitive information.

Working Conditions:

• Office-based role within a fast-paced environment.

• Standard working hours, with occasional flexibility required during peak periods.