Office Administrator at UVU Africa

ROLE PURPOSE

You will provide a professional service while being responsible for a variety of clerical and administrative tasks. These tasks include being the main point of contact for the CAPACITI office, greeting and welcoming clients and guests, managing e-mail and mail correspondences and calendaring, assisting with invoicing, scheduling meetings, managing stock levels and orders of office supplies, and coordinating office activities.

RESPONSIBILITIES

• Maintain the front desk area
• Provide a professional and efficient front desk service
• Present a warm, welcoming image to all employees and guests
• Answer incoming calls timeously and politely
• Direct calls to the correct department and or ensure accurate messages are delivered
• Manage the coordination of meeting rooms
• Meeting and event planning, including catering, setup, clean-up, and coordination of all additional logistics (e.g. audio-visual requirements, supplies), as needed
• Parking arrangements, communicate directions to guests
• Maintain office and kitchen supplies
• Travel arrangements and bookings, flights, accommodation, transport to and from accommodation
• Administrative functions (staff birthdays, invoices, filing, printing, scanning)
• Coordinate and manage the distribution of office items, as needed
• Ensure that a high level of service is provided by the day cleaners
• Escalate or report any areas of concern with regards to the standards and conditions of the campus
• Ad-hoc tasks for executives including diary management, reporting and expense management as well ad hoc tasks assigned by management and or leadership

PREFERED SKILLS

• Minimum 1-2-years’ experience in a similar or related field
• Strong administration skills and proficiency in Microsoft packages (Word, Excel, PowerPoint and MS Teams)
• Excellent language skills (verbal and written) in English, another second official language would be advantageous
• Excellent telephone etiquette and communication skills
• Excellent interpersonal skills
• Organised with good attention to detail and ability to multi-task
• Customer services focus both internally and externally

BEHAVIOURS

• Empathetic
• Reliable
• Helpful, friendly, approachable
• Professional
• Methodical and structured
• Resilient
• Team player
• Discretion / Initiative