Office Administrator (Kimberley) at Mustek Limited

Job Purpose:

• To ensure the smooth and efficient operation of the office by managing administrative tasks, supporting staff, and maintaining organizational systems that contribute to overall productivity and effectiveness.

Responsibilities:

Administrative Support

• Manage and organize office files, records, and documentation.
• Handle incoming and outgoing communications (emails, calls, mail).
• Prepare Reports.

Sales Administration

• Providing uninterrupted and professional customer support by responding appropriately to group e-mails and taking overflow calls as and when necessary.
• Providing clients with quotes as and when required.
• Ensure complete accuracy on all quotations and orders.

Operational Support

• Receiving of stock when required.
• Picking of orders when required.
• Book-in & Book-out of repairs when required.
• Understand all operational functions within the branch.
• Carrying out inventory cycle check.

Housekeeping

• Oversee the cleanliness and organization of the workspace to support operational efficiency.

General

• Maintaining professional customer focus in all tasks.
• Keeping abreast with the latest technology and products by attending all scheduled in-house sales training.
• Work according to ISO standards and Health and Safety requirements.
• Report all accidents and hazards.
• Basic Financial Administration.
• Process invoices, expense claims, and petty cash.
• Coordinate with finance or accounting departments as needed.
• Reconciliation of petty cash and accounting duties on ERP / accounting program (EPICOR).
• Meet any Account specific administrative requirements accurately and on time.

Compliance & Policy Adherence

• Ensure adherence to company policies and procedures.
• Support health and safety compliance within the office.
• Maintain confidentiality and data protection standards.

Office Operations

• Monitor and maintain office supplies and inventory.
• Liaise with vendors, service providers, and building management.
• Ensure the office environment is clean, safe, and well-maintained.

Communication & Liaison

• Act as a point of contact between departments and external stakeholders.
• Relay important information and updates to relevant parties.
• Support internal communication efforts.

Qualifications and Experience

• Matric / Grade 12 certificate (Required)
• Diploma or Certificate in Office Administration, Business Administration, or related field (preferred)
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Familiarity with office equipment
• Basic bookkeeping or financial certification
• 2–5 years of experience in an administrative or office support role
• Experience in managing office supplies and vendor relationships
• Proven ability to handle confidential information with discretion

Knowledge and Skills

• Office administration procedures and best practices
• Basic accounting and financial principles (e.g., invoicing, petty cash, expense tracking)
• Document management systems and filing protocols
• Health and safety regulations applicable to office environments
• Customer service principles and professional communication etiquette
• Procurement and inventory control
• Data protection and confidentiality standards
• Strong time management
• Excellent attention to detail
• Effective record-keeping and documentation skills
• Good interpersonal skills
• Ability to identify and resolve administrative issues
• Proactive approach to improving office processes
• Adaptability to changing priorities and environments
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)