Office Admin at Barry Callebaut Group

Our position of Office Administrator, based in Johannesburg, South Africa

Our position, Office Administrator, is responsible to ensuring the smooth running of all administrative functions in line with company policies and in liaison with Global Corporate Treasury to ensure compliance with company practices and procedures.  In addition, the Office Administrator provides support to the Chocolate Academy and Management Team of South Africa on various matters listed herein.

Description of Tasks:

• Receiving, processing and collating invoices and liaison with the Bank for uploading payments.

• Organise Balance of Payment documentation for the Reserve Bank for foreign payments and renewing annual guarantees.

• Receive and collate credit card statements monthly and submit to the GM for approval; ensure that sufficient funds are available so that no credit card falls into arrears.

• Liaise with PWC regarding the payment of month-to-month invoicing.

• Ensure all tax and CIPC documentation are readily available and liaise with the Team Lead, Corporate Treasure to ensure paperwork is links with and aligned to Global practices.

• Ensure the annual payment of insurance and legal fees.

• Manage all IT related matters such as new laptops, passwords, set-up and connections to company server.

• Provide guidance and assistance to new joiners with company systems, apps and software programs.

• Arrange and manage Wi-Fi access for guests.

• Ensure that all other office equipment, TVs, cameras, telephones, and multi-media equipment is in good working order.

• Provide support to the Head of Chocolate Academy in ensuring the building is properly maintained.

• Do all printing, binding, and laminating as required by the Head of Chocolate Academy and other managers.

• Conduct all travel management, including bookings, vouchers, and forex in close liaison with travellers and FCM.

• Conduct all reception duties, including access control, welcoming of visitors, maintaining company Covid-19 protocols, registers, and procedures.

• Assist with the printing and binding of documents required by visitors and booklets for creating sessions, all course packs, pricelists, and certificates of attendance.

• Ensure boardrooms are set up for training courses.

• Manage course payments, confirm bookings, setting up of banners and course materials for training courses.

• Manage courier services and ensure payment of courier accounts.

• Manage Onboarding packs for new joiners.

• Manage and track all office supplies, including stationery to ensure that sufficient stocks are readily available.

• Maintain a small petty-cash float as required.

• Assist managers with the creation of presentations and other admin-related functions as required.

• Compile reports as required.

Your profile:

• NQF 4 or higher education in Business Administration

• At least 3 years’ of experience as office administrator

• Qualifications in secretarial studies will be an advantage.

• Excellent English proficiency, both verbal and written

• Outstanding communication and interpersonal abilities

• Excellent organizational and leadership skills

• Familiarity with office management procedures and basic accounting principles

• Excellent knowledge of MS Office and office management software (ERP etc.)

• Must have tact, diplomacy, and hosting skills.

• Able to use own initiative and work without close supervision.

• Able to work fast, efficient and with good attention to detail.

• Reliable, trustworthy, and confidential

• Able to work remotely without constant supervision

Our strength comes from the passion and expertise of our people. As we strive to create an environment in which our people can continue to learn and develop their skills on an ongoing basis, it is our goal to encourage entrepreneurship and creativity. Apply for one of our interesting positions today and start a great career in the world of cocoa and chocolate.

At Barry Callebaut, we are committed to Diversity & Inclusion. United by our strong values, we thrive on the diversity of who we are, where we come from, what we’ve experienced and how we think. We are committed to nurturing an inclusive environment where people can truly be themselves, grow to their full potential and feel they belong. #oneBC - Diverse People, Sustainable Growth.

If you want to learn more about Barry Callebaut, please find further information here.