Office Administrator Intern at American International School of Johannesburg

Qualifications

• Matric or Grade 12
• Diploma / Certificate in Office Administrator or Secretary.
• Knowledge in Health & Safety will be an advantage

Key Responsibilities

Office and Administrative Support

• Maintain organized physical and digital filing systems for all security and H&S documents, ensuring confidentiality.
• Prepare, format, and distribute reports, memos, and other official communications.
• Handle incoming calls, emails, and general inquiries, directing complex issues to the manager.
• Draft routine correspondence, such as reminders, announcements, and follow-ups.
• Assist with procurement requests for safety equipment and other materials.

Scheduling and Meeting Coordination

• Manage calendars, schedule appointments, meetings, and site inspections for the manager.
• Prepare agendas, attend meetings, and record detailed minutes for distribution.
• Track follow-up actions from meetings to ensure completion and accountability.
• Organize logistics for training sessions, including venue booking, materials preparation, and attendance tracking.

Records and Documentation Management

• Maintain accurate records of training, safety incidents, and compliance-related documentation.
• Track and monitor expiration dates of certifications and licenses.
• Assist in compiling reports and ensuring records are up-to-date and compliant with company policies.
• Prepare templates, presentations, posters, and basic awareness materials as required.

Visitor and Access Administration

• Assist with visitor registration and access control processes, including issuing temporary badges.
• Maintain accurate visitor logs and access records.
• Support administrative tasks related to contractor documentation and approvals.

Support for Security and H&S Programs

• Assist the manager with routine administrative tasks for safety and security programs.
• Track progress of corrective actions, inspections, and audits.
• Help coordinate communications related to safety awareness, emergency procedures, and training programs

CLOSING DATE: 18 February 2026