Marvel Placement Consultant Administrative / Secretarial Jobs in Gauteng
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Our client in the construction industry is seeking a proactive and detail-oriented Office Assistant with Reception Responsibilities to join their team in Edenvale, Gauteng. This is an excellent opportunity for a motivated individual who is eager to gain practical experience in a fast-paced, dynamic environment. The successful candidate needs to come with 4 years’ experience in a similar role.
Roles and Responsibilities:
Reception Duties:
- Welcome and direct clients and visitors in a courteous and professional manner.
- Answer, screen and direct incoming calls and handle general inquiries.
- Maintain a neat and organised reception and conference room area.
- Coordinate and schedule appointments, meetings, and boardroom bookings.
- Prepare meeting agendas and take accurate minutes.
- Manage incoming and outgoing mail and courier deliveries.
- Handle sensitive and confidential information discreetly.
- Ensure proper visitor identification and maintain security protocols.
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Fleet Management:
- Issue vehicle checklists to Drivers and monitor vehicle usage.
- Schedule and arrange vehicle servicing and roadworthy testing.
- Procure fleet-related maintenance items and complete license renewal documentation.
- Submit insurance claims and compile incident reports.
- Reconcile fleet statements and maintain tracking systems and logbooks.
- Prepare and submit monthly fleet management reports.
Security & Building Maintenance:
- Oversee general maintenance of the office building.
- Monitor and manage health and safety equipment and infrastructure.
- Ensure functionality of security systems, including access controls and intercoms.
- Enforce building safety and emergency protocols
Travel Coordination:
- Book flights, car rentals, and accommodation for staff and management.
- Manage travel documentation and confirmations.
- Ensure travel arrangements are aligned with internal policies
Administrative Support:
- Respond to emails and internal queries in a timely and professional manner.
- Order and manage office supplies such as stationery, cleaning materials, and groceries.
- Coordinate with IT service providers for system issues and equipment setups.
- Assist in preparing documents, performing data entry, filing, and photocopying.
- Support internal teams with cross-functional administrative tasks.
- Organise and facilitate expos, open days and company events as required.
Communication & Media:
- Manage company telecommunications systems and internet providers.
- Coordinate the ordering of printed marketing materials such as business cards and brochures.
- Maintain and update contact with service providers and external stakeholders.
Insurance and Health & Safety Management:
- Maintain records of insurance policies and manage claims when necessary.
- Monitor and implement basic health and safety protocols in the workplace.
- Assist with compliance documentation and periodic audits.
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Minimum Requirements:
- Matric (Grade 12).
- Minimum of 4 years' experience in office administration and reception duties.
- Proficiency in Microsoft Word, Excel and Outlook (Intermediate level).
- Advantageous: Vehicle and valid Driver’s License.
- Experience in the construction industry will be advantageous.
- Professional communication and telephone etiquette.
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