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Office Administrator

Office Administrator

Persona StaffCape Town, South Africa
12 days ago
Job description

RESPONSIBILITIES :

  • HR & Jobsys Administration

Maintain Jobsys :

  • Capturing and verifying timesheets (Monthly Pty / CC; Weekly Pty / CC; Workshop; Design; Automation; Project Managers).
  • Loading and updating employee profiles.
  • Updating average labour costs twice annually.
  • Fleet & Motor Vehicle Administration

    • Process annual motor vehicle license renewals.

  • Manage documentation for new vehicle purchases and transfer ownership upon settlement.
  • Oversee administration of AODs (Acknowledgement of Debt).
  • Manage traffic fines : redirection, disputes, and follow-ups.
  • Compile and maintain monthly fleet reports.
  • Telecommunications & IT Support

    • Administer Euphoria Telecommunications : new line activations, handset purchases, user maintenance.

  • Conduct monthly outbound call cost analysis and submit reports to Debtors.
  • Manage corporate email system : create new email addresses, reset passwords, set up forwards and out-of-office replies.
  • Oversee mailbox cleanup (removing old users, monitoring storage limits to avoid penalties).
  • Maintain and standardize email signatures across the company.
  • Communication & Internal Coordination

    • Draft and distribute internal notifications (e.g., leave, meetings, notices).

  • Manage staff birthday notifications.
  • Maintain and circulate the internal communication list.
  • Set up and manage out-of-office notifications for staff.
  • Documentation & Records

    • Manage delivery notes, requisition books, job cards (JCs), site instructions (SIs), and return books.

  • Maintain the Asset Register, including adding / removing assets and updating replacement values annually for insurance purposes.
  • Handle diary orders annually (placed in October).
  • Events & Staff Support

    • Coordinate flowers and gifts for staff occasions.

  • Arrange and manage the Year-End Function and other internal events.
  • General Administration

    • Prepare and process outbound cost and expense reports.

  • Provide administrative support to Management and staff across departments.
  • Ensure orderly record-keeping and provide ad hoc administrative support as required.

    • REQUIREMENTS :

  • Matric (Grade 12) is essential.
  • A Certificate or Diploma in Office Administration / Office Management (or similar) is advantageous.
  • Intermediate to advanced proficiency in Microsoft Excel (pivot tables, reporting, data analysis).
  • Strong working knowledge of Microsoft Office Suite (Word, Outlook, PowerPoint).
  • Minimum 23 years experience in an administrative or office support role (corporate environment preferred).
  • Experience in fleet administration, IT / email system support, or telecommunications administration is beneficial.
  • Solid understanding of office systems, record-keeping, and reporting processes.
  • Strong numerical and analytical ability with attention to accuracy.
  • Excellent communication skills (written and verbal).
  • Ability to work independently, manage multiple priorities, and meet deadlines.
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    Office Administrator • Cape Town, South Africa