LOCATION
Cape Town, Western Cape
Full job description
Thompson’s Plumbing requires an office administrator:
Attending to service calls and clients telephonically
– High code of professionalism.
– Telephone etiquette: friendly, courteous, punctual and competent and impressionable.
Purchasing tools and materials
– Ensuring that there are always pens, paper and other office supplies/consumables.
– This may involve identifying what employees require, making and tracking orders, verifying that orders are correct, distributing supplies when they arrive and handling invoicing.
Emails (Outlook)
– Sending emails to clients and staff, keeping permanent record of correspondence for future use and facilitating cost-effective communication.
– Competent use email system (Outlook).
Supervising staff
– Effectively communicate to staff.
– Request information relating to company services, operations and all other required information to the office.
– Maintain general order and escalate concerns.
Maintaining public relations
– Maintaining the image of the company by building the brand, spreading its core message, sharing its values and minimising the effects of negative publicity.
– Using various social media platforms to upload, monitor and engage: Facebook, Instagram, LinkedIn, Google and website.
Maintaining internal database
– Physical filing.
– Utilize electronic cloud-based folder storage system.
Bookkeeping support
– Basic bookkeeping knowledge and abilities (Xero).
– Utilizing Xero Accounting: client onboard and update, payroll, allocations, accounts payable and receivable, debt collection procedures.
– Quotations follow-up.
– Assistance with quotation and invoicing processing.
Performing data entry
– Entering raw or electronic data into a company’s database or software application.
– Inputting accounting data, updating and evaluating client data, removing errors and combining data from various systems.
– All-encompassing set of responsibilities that may include data conversion, transcribing, minor proofreading and data verification, aiming to store all business-related information in one location in a proper sequence for future reference.
Planning and scheduling meetings
– Plan meetings between customers and/or employees.
– Identify the purpose of the meeting, develop an agenda, assign roles to participants and decide where and when to hold the meeting.
– Send meeting invitations and reports or material requests to participants.
Creating and managing written communication
– Utilise written documents to communicate internally with teams or externally with customers, other companies and the public.
– Drafting office contracts, policies and procedures, reports, memos, bulletins, job descriptions, employee manuals, advertisements, media releases or brochures.
– Onboarding of new employees and yearly updates.
Use of relevant office technology
– Knowledge of office-related technology. For example, an executive might ask an administrative assistant to perform maintenance on printers, scanners and fax machines. Alternatively, management might request them to update a company website or blog, which requires working knowledge of publishing tools.
Job Type: Full-time
Pay: R12 000,00 – R20 000,00 per month
Education:
- High School (matric) (Preferred)
Experience:
- Administrative office procedures, practices and equipment: 2 years (Preferred)
Language:
- English with understanding and interactions in Afrikaans (Required)