Office Administrator

A professional services firm in Stellenbosch, Western Cape is recruiting a Office Administrator to join its support team. The role encompasses typing correspondence, maintaining confidential records, processing documentation, and preparing boardrooms for meetings. This is a great opportunity for someone who thrives on creating order out of chaos.

Responsibilities Reception & Client Liaison Manage a multi-line switchboard by answering incoming calls within three rings, screening and directing calls to appropriate departments, and taking detailed messages when colleagues are unavailable including caller name, company, contact number, and nature of enquiry. Serve as the first point of contact for all visitors and callers by greeting them warmly and professionally, determining their needs efficiently, notifying the relevant staff member promptly, and maintaining a presentable and welcoming reception area at all times. Assist clients and visitors with enquiries in a courteous and helpful manner, providing accurate information about the organisation's services, hours of operation, and locations, and directing individuals to the appropriate department or resource person efficiently. Receive, sort, and distribute incoming mail, courier parcels, and fax communications daily, and prepare outgoing correspondence including registered post items and courier consignments for dispatch while maintaining an accurate mail register. Office & Administrative Support Provide comprehensive administrative support to management by scheduling meetings and appointments, preparing agendas and meeting packs, taking accurate minutes, and diligently following up on action items to ensure timely completion and accountability. Type, format, proofread, and distribute correspondence including letters, memos, reports, and presentations using Microsoft Office, ensuring professional presentation, correct formatting, and grammatical accuracy in all outgoing documentation and communications. Coordinate travel arrangements for staff including booking domestic and international flights, accommodation, and car hire, and preparing detailed itineraries with all relevant contact information, meeting schedules, and venue directions. Manage the procurement of office supplies, stationery, and consumables by monitoring stock levels, obtaining competitive quotations from approved suppliers, placing purchase orders, and reconciling supplier invoices against delivery notes before payment. Records Management & Systems Capture, update, and verify client and employee data on the company's database or CRM system with high accuracy, conducting periodic data quality audits to identify and correct duplicate records, incomplete fields, or outdated contact information. Maintain both physical and electronic filing systems according to the organisation's file plan and records management policy, ensuring all documents are correctly classified, indexed, and stored for rapid retrieval when requested by management or auditors. Ensure compliance with the Protection of Personal Information Act when handling confidential client and employee records, limiting access to authorised personnel only and securely disposing of documents that have reached their retention expiry date. Process and track incoming and outgoing documentation such as job applications, invoices, purchase orders, and contracts through the appropriate approval workflows, maintaining an accurate document register at every stage of processing.

Requirements A well-presented and professional appearance at all times, as the role involves being the face of the organisation to visitors. A positive and helpful attitude with a genuine desire to provide excellent service to both internal and external stakeholders. Excellent typing speed and accuracy with the ability to transcribe dictation and produce error-free documents under time pressure. Proficiency in the Microsoft Office suite including Word, Excel, Outlook, and PowerPoint with ability to produce well-formatted documents. A Grade 12 certificate is essential; a post-matric qualification in office administration or a related field is advantageous. Strong verbal and written communication skills in English, with ability to interact professionally with clients and colleagues.

Qualifications Higher Certificate in Office Management