Office Administrator - Bellville Cape Town at Maersk Line

Key Responsibilities:

Reception Duties:

• Maintain a clean, organized, and welcoming reception area.
• Act as the first point of contact for visitors, clients, and suppliers arriving at the facility.
• Handle incoming calls, general emails, and inquiries, directing them to the appropriate departments.

Administrative Support:

• Prepare reports, presentations, and meeting minutes.
• Schedule boardroom and other meetings.
• Scrutinize WMS documentation and prepare files for invoicing.
• Organize and maintain office files, records, and documentation.

Office Management:

• Oversee office supplies inventory and place orders as needed.
• Ensure the office environment is well-organized and professional.
• Handle incoming and outgoing mail and packages

HR & Payroll Support:

• Assist with HR-related tasks, such as maintaining employee records and onboarding new staff.
• Prepare and supply approved time sheets to the relevant departments.

Financial Administration:

• Prepare proforma invoices with related supporting documents in WMS.
• Ensure all requirements from the financial department are complied with.

Compliance & Reporting:

• Ensure that all administrative activities comply with company policies and legal requirements.
• Support the General Manager in preparing reports for senior management and regulatory bodies.

Who Are We Looking For:

Education:

• Diploma or degree in Business Administration, Office Management, or a related field is preferred.

Experience:

• Minimum of 3-5 years of administrative experience, preferably in a logistics, cold storage, or export environment.
• Experience supporting senior management is an advantage.