Office Administration Internship - JHB at Mancosa

Job Description

Office Administration:

• Answering the telephone and directing the call to the relevant person/department
• Taking detailed messages if somebody is not available
• Making sure the office is tidy; blinds are open when the domestic worker is not in
• Assisting walk-in clients/offering tea/coffee when clients are at the office for meetings
• Assist with general queries/info
• Coordinating Courier requirements
• Checking e-toll balance every week and ensuring payments are done when the account is low
• Signing for parcels
• Managing office cleaning consumables and Refreshments (Tea, coffee, Sugar, Milk) send a list of items required to G.M. to buy
• Filing, copying, scanning
• Making sure all forms are updated with relevant information
• Laminating of contact sheets for all clients
• Updating and maintaining an inventory of office equipment for insurance purposes
• Meeting minutes
• PA tasks for the GM (calendar updates, meeting reminders, etc.)
• Logging calls for offsite/content
• Monthly recons for GM’s company credit card
• Monthly petty cash recons, managing and maintaining Petty cash
• Weekly claims for GM’s expenses
• Monthly Fuel recons for all vehicles in the region
• Changing of alarm/access codes every second month or when necessary
• Diverting calls to GM’s cell after 5 pm every afternoon
• Making sure everybody who uses a company Vehicle signs out the vehicle when they take it and signs it back in when they return it
• Updating of installation list/calendar as soon as PMs send through the request
• Sending an installation list/calendar monthly to G.M – 28th of the month
• Requesting quotes/ordering equipment from relevant suppliers for staff when needed/requested
• Ordering stationery for all staff
• Booking in all company vehicles for services and doing payment requisitions, as per processes in place
• Assist with the planning and coordination of the region's Social events
• Assist with stock control when necessary
• Manage and maintain a staff and visitor register
• OHS for the region – complete all required documentation as per requirements
• Managing and maintaining a calendar for the boardroom
• Sending a daily attendance report to HR
• Assisting with HR requirements as and when required

Requirements:

• Proactive
• High energy
• Extrovert
• Goal driven
• Motivated
• Honest
• Time driven
• Punctual
• Excellent telephone etiquette
• Social (people's person)
• Attention to detail
• Applicants must have a valid car license and own a vehicle