The culture across the group is one where “customers are at the heart of everything we do” and employees bring this culture to life by behaving in line with unique values which are: Integrity, Accountability, Excellence and Innovation.
The Role:
The Office Administrator is responsible for Reception and Office Administration duties and reports to the Marketing & Communications Lead.
Education & Experience:
· Tertiary qualification, i.e., Certificate/Diploma or Degree is a recommendation, not a requirement.
· Approximately five years’ experience in a reasonably complex process orientated environment, preferably within Customer Service or Financial industries.
· Events Coordination experience would be advantageous.
Key Responsibilities:
Reception
· Greet and welcome guests as soon as they arrive at the office.
· Direct visitors to the appropriate person and office.
· Answer, screen, and forward incoming phone calls.
· Listen and screen voicemails. Create new lead if needed.
· Collect, receive, sort, and distribute mail/deliveries.
Executive Support
· Arrange travel and accommodation and prepare vouchers.
· Prepare quarterly board packs.
Office Administration
· Update calendars, schedule meetings and reception relief.
· Assist with internal communication.
· Order and stock take of stationery, groceries, cleaning supplies, and promotional items.
· Assist in coordinating internal and external events.
· Prepare meeting and training rooms.
· Manage cleaning staff.
· Oversee office maintenance and communication with service providers.
· Administrative and Reception duties such as filing and photocopying.
· Manage office electrical meters (units).
· Manage security system (alarm).
Compliance
· Comply with all company standard operating procedures (SOPs), policies, guidelines, and procedures.
Learning and Development
· Available and willing to learn existing and new processes that may be added to the current suite of products/services from time to time.
Key Performance Indicators (KPI’s):
Proficiency in this role may be measured using some or all the stated KPI’s; but, also not limited or restricted to those indicated in below:
· Timeous answering of all incoming calls.
· Customer service.
· Quality of communication and interaction with ‘Sales & Customer Services’ staff members.
· Quality of customer interaction and communication.
Key Relationships:
Internal
· Marketing and Communications Lead – to seek advice, direction, and guidance on delivery of successful customer outcomes.
· Chief Executive Officer (CEO) - to provide support as needed.
· Office cleaning staff – to manage and coordinate ensuring all their duties are fulfilled satisfactorily.
· Staff members – to assist them with their needs relating to office equipment, for example, stationery.
· IT Helpdesk – for Salesforce or 3CX support required.
External
· Customers – to direct their calls to the appropriate consultant.
· Service providers and partners.
Core Competencies:
We have identified the competencies that are required to be successful. These competencies help define how we do our role and recognise the behaviours that we need to display daily. The required competencies for this role are:
· Managing relationships.
· Ability to plan and organize.
· Sense of urgency.
· Action orientation.
· Decision-making.
· Resilience.
· Systems knowledge.
· Product knowledge.
· Adaptability.
· Co-operation & teamwork.
Role Requirements:
It is recommended that the suitable candidate possess any combination of the following:
· Tertiary qualification, i.e., Certificate/ Diploma or Degree is a recommendation, not a requirement.
· Approximately five years’ experience in a reasonably complex process orientated environment, preferably within Customer Service or Financial industries.
· Events Coordination experience would be advantageous.
· Excellent communications skills, verbal & written (Afrikaans & English).
- Ability to write clearly, courteously, and professionally with excellent e-mail etiquette.
- Confident communication with clients.
- Ability to distil complex issues into succinct and easily understood language to convey key messages.
· Relationship management with various stakeholders (establish, develop, and maintain relationships)
· Strong interpersonal skills coupled within a resilient yet enthusiastic life disposition, including the ability to remain calm in dynamic situations and project with sunny poise and aura.
· Excellent collaboration skills to deliver cohesive outcomes.
· Proven ability to be self-motivated and work autonomously, while also working successfully within a team.
· Proven organisational skills including the ability to prioritise work to ensure deadlines are consistently achieved.
· Strong attention to detail and follows through.
· High degree of initiative and motivation.
· An ability to work under pressure in a rapidly changing environment.
Job Type: Full-time
Salary: R140,000.00 - R180,000.00 per year
Application Question(s):
- Are you an EE candidate?
- Are you currently living in Hermanus?
- Are you fluent in Afrikaans?
Experience:
- Administrative office procedures, practices and equipment: 1 year (Required)
